The Department of Biomedical Engineering is seeking an Administrative Coordinator. This individual will provide administrative support/coordination for the Department of Biomedical Engineering Ph.D. Program. The individual must be able to anticipate and proactively act upon the administrative needs of the growing program, including maintaining a database on graduate student progress, and a database on faculty mentor status needed for training grant tables. Using SAP and other online tools, the individual will be responsible for ensuring the complete and timely authorization, documentation, proper flow and follow-up of purchase orders, invoices, and check requests.
Primary Duties and Responsibilities: Use computers, software, and online resources in a highly proficient manner to carry out duties and responsibilities. Relevant software packages include SAP, Adobe Acrobat Pro, Microsoft Outlook, Word, Excel, PowerPoint.
Ensure the complete and timely authorization, documentation, proper flow and follow-up of purchase orders, invoices, and check requests using SAP. Assist in development and maintenance of Ph.D. program databases. Process payments of PhD students insurance and tuition through SIS (DGA). Assist with the collection of all PhD program fees. Assist in providing instruction and answer questions relating to the PhD Program. Interface with the registrar's office as necessary and process paperwork relating to student leave of absence and termination from program. Schedule visits for individuals visiting JHU by coordinating schedules, creating itineraries, preparing background information, booking overnight accommodations, ordering meals, and ordering parking vouchers, as appropriate.
Coordinates special events, including travel, venue selection, logistics, budget, catering, promotion and invitations along with onsite support during events. Maintain inventories of office supplies and equipment, and order office supplies and equipment as needed. Prepare accurate meeting minutes and distribute them in a timely manner. Ensure confidentiality of information of a highly sensitive nature at all times. Implement records management policies and procedures to ensure the proper classification, retention, and disposition of records and information.
Demonstrate excellent oral, written and interpersonal skills in a highly professional manner. Use interpersonal skills to handle sensitive and confidential situations and to interact with diverse groups of people. Anticipate and proactively act upon administrative needs of the Ph.D. Program.
Demonstrate excellent problem-solving skills. Display strong organizational skills and analytical ability to interpret information and provide recommendations. Coordinate problem resolution. Demonstrate ability to prioritize and organize work to meet frequently changing priorities. Work independently with limited supervision. Thrive in an intellectually challenging, fast-paced, collegial environment.
High school diploma or GED required. A minimum of three (3) years administrative experience required. Exceptional attention to detail and problem-solving skills. Additional education can be substituted for experience. Ability to manage multiple tasks simultaneously and meet deadlines. High degree of professionalism. Proficient in using SAP, Adobe Acrobat Pro, Microsoft Outlook, Word, Excel, PowerPoint.
JHU Equivalency Formula: 30 undergraduate degree credits or 18 graduate degree credits = 1 year of experience. For jobs where equivalency is permitted, up to two years of non-related college coursework may be applied towards the total minimum education/experience required for the respective job.
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