The Department of Biomedical Engineering seeks an Administrative Assistant. This position is responsible for the day-to-day operations in the Division of Biomedical Imaging Science Carnegie Center within the Department of Biomedical Engineering. The Administrative Coordinator will provide support to the Center faculty, staff, and students. This position assists the Center with management, development of reports, administration of grants and contracts, and resolution of day-to-day problems and activities.
Primary Responsibilities: Assists the Center faculty with routine administrative aspects of the Center. Maintains daily calendars and schedules for faculty and their designated research projects along with calendars associated with Center activities, Design Studio and conference rooms.
Assists the financial team with reconciliation of expenses and receipts. Prepares/drafts routine reports for the Center. Reviews monthly finance reports - e.g. Analysis Reporting. Assists with preparation and submission of grants and related reports through Coeus. Assists in preparation of budgets, reconciles and analyzes budget to ensure appropriate expenditures. Assists with IRB protocol administration. Assists with administration of biosafety and radiation safety requirements.
Arranges and coordinates travel for faculty members and invited guests. Coordinates special events, including travel, venue selection, logistics, budget, catering, promotion and invitations along with onsite support during events. Maintenance of lab bibliography resources. Reconcile P-Card account for approval. Pay invoices using the on-line payment requisition in SAP for faculty, staff and students. Process travel expense reimbursements through SAP for faculty, staff and students.
Orders supplies, maintains inventory and anticipates lab needs as needed. Uses SAP Shopping Cart and Core Services for lab purchases. Answer phones, photocopying, filing, faxing, etc. Prepare and send correspondence and packages via messenger, FedEx, DHL and UPS.
Coordinator division IT issues with Departmental IT. Manage all facilities/maintenance issues including management of key and swipe access distribution. Ensures that Center is clean, organized and in compliance at all times. Assist with website content.
High School Diploma or GED required with three years of related experience in administrative/office settings, preferably in an academic or research environment. Two years college coursework or equivalent additional work experience preferred. Additional education may substitute for required experience, to the extent permitted by the JHU equivalency formula.
Additional Knowledge, Skills and Abilities: Experience working with various software applications such as Microsoft Office (Word, Excel, Power Point and Outlook) is required. Working knowledge of SAP related to travel reimbursements and shopping cart. Knowledge of JHU administrative policies and procedures preferred. Must be highly organized with attention to detail along with the ability to prioritize multiple responsibilities. Possesses excellent interpersonal, organizational, verbal and written communications skills. Ability to work efficiently with students and all levels of faculty, staff and administration within the University as well as external contacts.
Johns Hopkins University remains committed to its founding principle, that education for all students should be grounded in exploration and discovery. Hopkins students are challenged not just to learn but also to advance learning itself. Critical thinking, problem solving, creativity, and entrepreneurship are all encouraged and nourished in this unique educational environment. After more than 130... years, Johns Hopkins remains a world leader in both teaching and research. Faculty members and their research colleagues at the university's Applied Physics Laboratory have each year since 1979 won Johns Hopkins more federal research and development funding than any other university. The university has nine academic divisions and campuses throughout the Baltimore-Washington area. The Krieger School of Arts and Sciences, the Whiting School of Engineering, the School of Education and the Carey Business School are based at the Homewood campus in northern Baltimore. The schools of Medicine, Public Health, and Nursing share a campus in east Baltimore with The Johns Hopkins Hospital. The Peabody Institute, a leading professional school of music, is located on Mount Vernon Place in downtown Baltimore. The Paul H. Nitze School of Advanced International Studies is located in Washington's Dupont Circle area.