The Behavioral Pharmacology Research Unit is seeking a Sr. Administrative Coordinator to provide essential office and administrative support to the Executive Vice Chair (EVC) for the JHBMC Department of Psychiatry and Behavioral Sciences, who also serves as Director of the Center for Substance Abuse Treatment and Research and the Director of the Behavioral Pharmacology Research Unit (BPRU), as well as support for the overall operations of the BPRU. As a professional representative of the BPRU, the Sr. Administrative Coordinator must be committed to customer service, responsiveness, excellence, flexibility and teamwork. Communicate regularly and interact effectively with senior leadership and their respective staff, deal with sensitive, privileged, and confidential subject matters which requires discretion, tact, and exercising judgement in all conversations, handling of materials, etc. Able to manage office processes, technology, and systems; communicate and collaborate effectively and in a timely manner; prioritize multiple tasks; and take initiative. The Senior Administrative Coordinator will report to the Executive Vice Chair (EVC) with dotted line supervision to Senior Clinical Research Program Manager (SCRPM) of the BPRU and be an integral part of a financial/administrative team that is focused on supporting all aspects of the BPRU. As the on-site administrative staff person for the division, this position is responsible for providing support to faculty, fellows and research staff concerning immediate building, office/research equipment and supply needs (e.g. package delivery) as well as expected/unexpected visitors.

Specific Duties & Responsibilities

• Manages all administrative activities for the EVC, including drafting and proofing correspondence, conflict-free calendar management, anticipate meeting needs including room reservation, and virtual communication assistance.

• May be responsible for managing a conflict-free calendar for other senior-level faculty at the BPRU, while exercising a high level of independent judgment in prioritizing requests for time on these calendars and in resolving scheduling conflicts.

• Independently reviews and re-routes correspondence (written, electronic, and phone/voicemail) directed to EVC, taking responsibility for handling those matters which do not require the EVC’s attention, produces reports as required.

• Manages time-sensitive projects, determines priorities, and maintains a high degree of professionalism and confidentiality with highly sensitive information/materials, comfortably taking initiative and exercising independent judgment to resolve difficult and/or changeable situations or issues with tact and good judgment.

• Prepares agendas and minutes for faculty and senior staff meetings.

• Coordinates, organizes, plans and/or executes all aspects in support of meetings/events that may include Department and/or School of Medicine leadership, i.e., retirement functions, annual research poster session (which includes NIDA leadership).

• Coordinates and manages visits from VIPs, including hotel reservations, developing itinerary (which often includes Department Leadership).

• Prepares and submits reimbursements for EVS, visiting VIPS, faculty, fellows and speakers of the BPRU Seminar Series.

• Interprets and implements university and outside agency rules, regulations, policies and procedures,

• Secures room resources for meetings, presentations, and events including arranging for AV resources and set-up/tear-down, oversees document destruction.

• Proactively manages tasks and sets priorities for event planning.

• Negotiates with vendors for event planning/support and housing for visiting students/scholars and postdoctoral fellow applicants.

• Creates budget for large events, tracks expenditures to ensure spending is within approved budget.

• Creates/revises/implements systems or procedures as necessary to improve workflow and efficiency.

• Responsible for managing an assigned p-card to include reconciliation, and purchases. May also be a delegate for reconciliation for faculty assigned a p-card.

• Responsible for Procurement for BPRU IT, Pharmacy, Nursing, as well as other faculty/labs as requested. Assist with the develop of standard operating procedures (SOPs) for the use of unique vendors for the division. Assist with providing guidance/training to research staff assigned the procurement role within each lab at BPRU.

• Coordinates with vendors to be established in Payment Works to both procure from and pay vendors.

• Responsible for the processing online check payments for vendors used by the division (e.g. Lyft, Grubhub, Quest).

• Assists with overseeing inter-office moves including set-up, property management request and other building related activities as needed.

• General administrative duties to include, but not limited to scanning, copying, sorting mail, triaging phone calls, and greeting and assisting visitors.

• Maintains telephone directory for division on SharePoint.

• May assist with review of BPRU faculty CVs and bio sketches.

• Performs other duties as assigned by the EVC and the SCRPM.

Special Knowledge, Skills, & Abilities

• Previous experience in a higher education environment with strong customer service skills, a plus.

• Must be proactive, detail-oriented, and organized individual who can track progress and coordinate next steps related to office management activities.

• Must use independent initiative in using computer programs in an interactive manner to ensure accuracy and efficient use of time and technology.

• Ability anticipate and support the needs of team members.

• Prioritize effectively; take an energetic approach to work assignments.

• Ability to manage multiple tasks and process transactions with a high level of accuracy in a fast-paced environment.

• Strong organizational skills; acutely detail-oriented and excellent with follow-through.

• Strong communication skills, including verbal, written and interpersonal skills to deal effectively inside and outside the unit.

• Ability to work independently and collaboratively as a part of a team; to take initiative and be flexible.

• Ability to use technology to create administrative efficiencies and interest in staying technically current and mastering new software and university online systems.

• Oversees office equipment and trains others as appropriate.

• Proficiency with Outlook, Zoom, Excel, PowerPoint, and Word required.

• Experience with SAP, Concur, Adobe, and Microsoft Teams, preferred.

Minimum Qualifications

• 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.

Preferred Qualifications

• Preferred, bachelor's Degree.

Classified Title: Sr. Administrative Coordinator

Role/Level/Range: ATO 40/E/03/OF

Starting Salary Range: $21.00 - $36.50 HRLY ($48,464 targeted; Commensurate with experience)

Employee group: Full Time

Schedule: Monday thru Friday/40

Exempt Status: Non-Exempt

Location: Johns Hopkins Bayview

Department name: ​​​​​​​SOM Psy Bay Behavioral Pharm Rserch Unit

Personnel area: School of Medicine

Equal Opportunity Employer:

Johns Hopkins University is an equal opportunity employer and does not discriminate on the basis of race, color, gender, religion, age, sexual orientation, national or ethnic origin, disability, marital status, veteran status, or any other occupationally irrelevant criteria. The university promotes affirmative action for minorities, women, disabled persons, and veterans.