Co Sr. Administrative Coordinator

We are seeking a COSr. Administrative Coordinator who will be a challenging and busy position that involves the provision of analytical and specialized administrative support for both the Wilmer Genetic Eye Disease (GEDi) Center (40%) and the new Connective Tissue Disease (CTD) Research Center in the Department of Genetic Medicine (DGM; 60%). It will include performing a wide range of advanced, diversified, and confidential administrative duties for both centers. Duties and tasks will be complex in nature where critical thinking, sound judgment, independent action and a high degree of initiative will be required to resolve issues. Administrative duties will include the coordination of philanthropic and grant applications, liaising with advisory board members, arranging trainee credentialling, providing administrative support for regional and national outreach campaigns, assisting with conference activities, and providing scheduling help for individual and group meetings and travel.

Specific Duties & Responsibilities

• Deliver superior administrative support to members of both the GEDi Center and the CTD Research Center. Anticipate the needs of staff, help investigate and resolve a broad range of issues, serve as a resource to other administrative and operations staff, and refer more complex issues to appropriate personnel.
• Participate in, support, and prioritize a wide range of projects. Initiate projects by determining tasks to be done, identify individuals needed, coordinate meetings, and distribute data, as necessary.
• Serve as the point of contact in both centers for external individuals and organizations, including but not limited to advisory board members, philanthropic donors, visiting trainees, outside companies and institutions.
• Liaise with GEDi advisory board members, send out invites to new members, work with the chairperson of the board to arrange and coordinate annual meetings and arrange reimbursements.
• Work with faculty in both centers to coordinate philanthropic and grant submissions, annual reporting and renewal completion. Track all internal and external deadlines. Collect and submit required forms documenting compliance with Federal, State and Institutional requirements, including budgetary and regulatory assurances.
• Coordinate educational and continuing medical education (CME) activities for both centers. This includes but is not limited to intramural and extramural quarterly grand rounds / case presentations, visiting lecturers, regional outreach programs, and academic conferences run by faculty in both centers.
• Serve as the point of contact for trainees and visiting physicians, researchers and/or students who plan to spend time within either center. Work with faculty to help create job and trainee position postings, coordinate interviews for candidates, ensure all necessary paperwork is completed for both U.S. and international trainees, help coordinate requests for visas by working with institutional staff, and coordinate orientation of new members and trainees for both centers.
• Perform complex document preparation assignments. Compose, proofread, research, and compile letters and/or special reports. Review and edit written materials such as publications or manuscripts from draft form. Create documents from rough draft, format documents, proof and verify documents for accuracy.
• Help with budget reviews and allocation of funding. Communicate with institutional administrative offices to ensure expenses are covered. Compile data for both centers regarding funding needs and help plan for funding transitions. Review monthly budget reports with faculty members and investigate variances.
• Work with faculty to coordinate appointments/re-appointments. Ensure appropriate documentation for initial appointment, monitor appointment end dates, and ensure timely submission of paperwork.
• Assist in office space and facilities planning, make recommendations for changes, maintain an inventory of furniture and equipment, and assist in arranging equipment repairs.
• Maintain GEDi and CTD center supplies and equipment, acquire more as needed in a timely manner.
• Maintain administrative records of both centers and communicate changes to appropriate personnel.
In addition to the duties specifically identified by this job description, the position will include other duties if and as assigned by the direct supervisor or others with supervisory authority over this position.

• High School Diploma or graduation equivalent.
• Five years progressively responsible administrative experience.
• Additional education may substitute for required experience, to the extent permitted by the JHU equivalency formula.

Classified Title: Sr. Administrative Coordinator
Job Posting Title (Working Title): CO Sr. Administrative Coordinator
Role/Level/Range: ATO 40/E/03/OF
Starting Salary Range: $21.00 - $36.50 HRLY ($67,680 targeted; Commensurate with experience)
Employee group: Full Time
Schedule: Monday-Friday, 8:30 am - 5:00 pm
Exempt Status: Non-Exempt
Location: Hybrid/School of Medicine Campus
Department name: SOM Oph Pediatric Ophthalmology
Personnel area: School of Medicine