This position provides 50% of effort supporting the general administrative duties for a Principal Investigator's (PI) research and 50% effort supporting the central administrative duties for the Department of Epidemiology.
50% of effort will provide general administrative support for a large and diverse team of researchers involved in international research including supply ordering, processing travel, coordinating travel and meeting/conference needs, and other research needs.
50% of effort will provide the central administrative support to the Department of Epidemiology. This position requires an experienced detail-oriented administrative coordinator to work in a dynamic, fast paced environment. The individual must be able to multi-task, meet deadlines and provide administrative support for central administration in a department with over 400 staff and faculty. Routine duties will include coordinating information systems requests, maintaining, assigning, and updating the department's office space floor plan as well as tracking and managing telecommunication needs for the department. The administrative coordinator will operate and coordinate servicing and replacement of office equipment such as computers and copiers and process building service requests with university facilities department. In addition, this individual will lead space setup for onboarding of new hires including moves, information technology set up, communications and renovations.
Research (50% effort):
Provide administrative assistance to the Principal Investigator (PI) leading an international well-established collaborative research project between the Johns Hopkins Bloomberg School of Public Health and the College of Medicine, University of Malawi.
Communicate with a diverse research team in Africa and the U.S. to make available items needed for laboratory supplies and other research needs.
Work closely with the PI and other senior research team members to coordinate research and administrative activities involving travel, meetings and conferences.
Work with the research team to facilitate submission and archiving of regulatory documents within the School and with sponsors.
Central Administration (50% effort):
Information Technology (IT; JHED Admin; Multimedia & Managed Print Services)
Submit request for IT services, i.e. disconnections, reconnections, server space; email accounts; and multimedia ...etc.
Create JHED accounts for visiting scholars, vendors and student with non-payroll statuses
Maintain Epidemiology master phone list for accuracy (e.g., budget number, space, port #, and analyst changes
Keep addresses up-to-date in effort of securing mail
Responsible for requesting, maintaining, distributing, permanent property pass request for staff & faculty
Responsible for maintaining a file of all staff with Safety Compliance certificates (BBP & DOT Shipping) & monitor renewals and validity
Request repairs, installations, and maintenance of environmental implements
Order furniture for the department as needed
Responsible for submitting Telephone Service Request Forms (TSR) for the department
Follow-up from the scheduled date of service to its completion
Communicate repair orders
Orientate new faculty & staff of all the support services that the department provides by email or a sit-down meeting whenever requested.
Perform Attain Space Survey of 330 rooms for usage and occupancy.
Keep tracking workbook updated.
Assist with answering telephones and directing calls as necessary.
Other duties as assigned.
High School Diploma/GED and three years of related experience required.
Additional education may substitute for required experience, to the extent permitted by the JHU equivalency formula.
JHU Equivalency Formula: 30 undergraduate degree credits (semester hours) or 18 graduate degree credits may substitute for one year of experience. Additional related experience may substitute for required education on the same basis. For jobs where equivalency is permitted, up to two years of non-related college course work may be applied towards the total minimum education/experience required for the respective job.
Excellent knowledge of computer programs and general editing software, including excellent knowledge of excel spreadsheets.
Classified Title: Administrative Coordinator Working Title: Administrative Coordinator Role/Level/Range: ATO 40/E/02/OE Starting Salary Range: $17.25 - $23.72 (commensurate with experience) Employee group: Full Time Schedule: M-F 8:30 am - 5:00 pm Exempt Status: Non-Exempt Location: 05-MD:School of Public Health Department name: 10001101-Epidemiology Personnel area: School of Public Health
The successful candidate(s) for this position will be subject to a pre-employment background check.
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The following additional provisions may apply depending on which campus you will work. Your recruiter will advise accordingly.
During the Influenza ("the flu") season, as a condition of employment, The Johns Hopkins Institutions require all employees who provide ongoing services to patients or work in patient care or clinical care areas to have an annual influenza vaccination or possess an approved medical or religious exception. Failure to meet this requirement may result in termination of employment.
The pre-employment physical for positions in clinical areas, laboratories, working with research subjects, or involving community contact requires documentation of immune status against Rubella (German measles), Rubeola (Measles), Mumps, Varicella (chickenpox), Hepatitis B and documentation of having received the Tdap (Tetanus, diphtheria, pertussis) vaccination. This may include documentation of having two (2) MMR vaccines; two (2) Varicella vaccines; or antibody status to these diseases from laboratory testing. Blood tests for immunities to these diseases are ordinarily included in the pre-employment physical exam except for those employees who provide results of blood tests or immunization documentation from their own health care providers. Any vaccinations required for these diseases will be given at no cost in our Occupational Health office.
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