Career Opportunities: Sr. Administrative Coordinator (117099)

We are seeking a Senior Administrative Coordinator who will serve as an important role within the Department of Biomedical Engineering and the Center for Bioengineering Innovation and Design (CBID). This position provides a high level of support to the Executive Director of the Center for Bioengineering Innovation and Design, along with the Master’s program in Innovation and Design. This includes administrative support to the Executive Director of CBID, faculty within these programs; students; industry partners and clinicians throughout Johns Hopkins.

Specific Duties & Responsibilities

Support for CBID Director & Leadership

• Primary point of contact for the Director of the Center for Bioengineering Innovation and Design (CBID). Provides comprehensive administrative and program support to the Director and provides administrative support to the CBID Graduate Program Director and the Industrial Liaison Associate (CBID Director for Business Development).
• Coordinate and manage Director’s calendar for all internal and external meetings, invitations, and events, scheduling appointments, exercising independent judgment and initiative.
• Determine scheduling priorities, tactfully resolving scheduling conflicts, confirming attendance and key information regarding the events or appointments.
• Follows up with meeting notes, action items, deadlines, drafts, reminders.
• Manages a complex calendar including responding to meeting and call requests in a timely manner, ensuring ample time for travel between meeting locations and/or buffer between virtual meetings, taking time zone differences into account.
• Meetings and calls often include multiple participants (including executives and clinicians with challenging schedules) and require urgent or immediate turnaround.
• Keep the CBID Director and CBID Graduate Program Director on schedule and abreast of changes and high-level concerns, as necessary, throughout each day.
• Draft, prepare, proofread, and edit confidential/sensitive information for signature; Prepares/edits written correspondence, presentation materials and other written communications.
• Manage travel and business expense reporting for the CBID Director and CBID Graduate Program Director, including reconciling the CBID Director’s JHU Executive Travel Card.
• Coordinate high-profile CBID visitors including travel logistics, creating a schedule, setting up meetings, arranging food service and making lunch/dinner reservations, and following up after the visit. Visitors may include sponsors, industry partners, collaborators from within and outside Hopkins, etc. This may require particular sensitivity around the needs and customs of foreign visitors.
• Serves as first point of contact and primary source of information for the CBID office (CBID Director, CBID Graduate Program, CBID Board Members, and industry partners and sponsors); assists visitors and stakeholders; responsible for answering questions, providing guidance, and disseminating information as directed by the CBID Director and CBID Graduate Program Director. 
• Provides administrative assistance to the CBID Director and Industrial Liaison Associate (CBID Director for Business Development) with grant applications, providing and updating required documents (bio sketch, other support, facilities, etc.) to the pre-award team.
• Update the CBID Director’s CV.

CBID Events and Program Support

• Manage and coordinate the planning of CBID events and program activities,

• Admissions Events
• End-of-semester Presentations
• Project Showcases
• Team-building activities and celebrations
• Interview Day
• Dolphin Tank (formerly known as Shark Tank)
• International Healthcare Design Competition
• Design Day
• Graduation

• CBID presence at BMES annual meeting
• Work closely with the Industrial Liaison Associate (CBID Director of Business Development),
• Ensure the CBID program stays on track, deadlines/deliverables are met, alumni relations are maintained, etc.
• Assists with all aspects of CBID’s social media and internet presence; work closely with BME Marketing & Development
• Manage and coordinate the planning of CBID External Advisory Board meetings and maintaining CBID Board Member relations.
• Assists with marketing the CBID program: outreach and recruitment of new students.
• In conjunction with the CBID Director and Industrial Liaison Associate, assists in the preparation of the annual report.
• Updates the CBID bulletin boards and digital signage.
• Manage the CBID Master’s Program admissions process for about 100 applicants a year.
• Plan, organize, and attend CBID MSE information sessions, both online and in-person.
• Maintain an expansive mailing list of bioengineering contacts across the US and worldwide.
• Maintain and update CBID Admissions website.
• In coordination with Industrial Liaison Associate, draft and distribute marketing emails through MailChimp.
• Point person for applicants regarding application requirements.
• Coordinate application review process with CBID admissions committee members and plan online interview schedule for about 75 candidates.
• Plan the in-person interview day and online hackathon (February).
• Coordinate with Academic Program Manager on candidate status to initiate offer letters, send welcome letters on behalf of CBID leadership.
• Manage and coordinate onboarding of new Master’s students.
• Coordinate week-long boot camp for new students.

• Participate in and contribute to strategic discussions on improvements on all aspects of the program. 
• Provide clarity to CBID leadership on weaknesses and challenges in the CBID student experience and CBID partnerships. 
• Suggest ways to improve efficiency, new approaches, and new additions to the curriculum (e.g. anatomy training). 
• Manage and coordinate all aspects of the CBID graduate student experience, ensuring the program runs smoothly, including medical badge and hospital scrub access, JHU Homewood building access, required trainings incl. HIPAA and lab safety, team-building activities, setting up regular meetings with students and faculty, checking in with students, etc.
• Work with the MSE students on a daily basis. Schedule meetings, make purchases, reserve conference rooms, arrange for catering, and arrange preparations for their travel.
• Coordinates and/or assist in making domestic and international travel arrangements for overseas project travel for CBID faculty, fellows and students to make visas, vaccinations & health consultations, travel & lodging, budget, supplies, registration fees, itinerary, cash advances. Monitor, track, and report all expenditures per JHU and departmental policies. Train fellows and students on expense reimbursement and assist when necessary.

CBID Office Management

• Work closely with the BME/CBID Academic Program Manager and CBID Graduate Program Director to execute/or to carry out the administrative tasks necessary for a smooth operation of the CBID Master’s program, making recommendations regarding appropriate courses of action based on thorough understanding and knowledge of desired outcomes and expectations.
• Manage physical CBID spaces, coordinating facilities and working closely with the BME Design Studio Manager. CBID spaces include: CBID Faculty & Admin Suite (Clark Hall 208), CBID TA Suite (Clark Hall 202), CBID Design Studio (Clark Hall 215).
• Coordinates reservations of meeting spaces in Clark Hall and elsewhere for CBID affiliates.
• Manage processes and support around day-to-day administrative functions of CBID, including calendaring, room reservations, AV support, front desk duties for CBID and Clark Hall.
• Assists with tracking of monthly expenses for the CBID Operating account and CBID MSE project accounts, conducting a monthly review of expenses on the CBID Operating account, identifying and requesting that any charges that need to be moved and where to move them.
• Creates/revises/implements systems, policies and procedures as necessary to improve workflow and efficiency in the Center and for the Graduate Program.
• Supervise a team of three CBID student interns (one administrative, two marketing/social media/graphic design); Ensure adequate coverage of CBID office during vacations and work from home days.
• Allocates +procurement transactions via SAP and P-Card process for prototyping supplies, vendor payments, office supplies, catering payments, honorarium and prize money payments, etc.
• Set up ICA’s with vendors and contractors and gather necessary forms.
• Coordinate with BME Human Resources, BME Faculty Affairs, and BME Academic Team to manage the hiring process for CBID faculty, staff and students.
• Maintains a record keeping system and documentation control for the Executive Director and Center.
• Performs duties of a sensitive and confidential nature.
• Provide basic administrative support to other center faculty.
• Sort and screen mail, routinely handling highly sensitive information and material, maintains an atmosphere of strict confidentiality.
• Prepare and send correspondence and packages via messenger, FedEx, DHL and UPS.
• Evaluate and purchase new furniture as necessary for faculty and graduate student offices.
• Manage and maintain databases of center collaborators, board members, and engineering and design schools worldwide, JHU contacts.
• Coordinate office facilities, IT, and equipment support.

Special Knowledge, Skills, and Abilities

• Effective oral and written communication skills, well organized, flexible and able to manage and prioritize multiple projects simultaneously.
• Requires thorough knowledge of secretarial, office and administrative procedures.
• Requires excellent computer literacy skills (Excel, Word, and PowerPoint), ability to perform complex internet searches, and ability to learn new software as needed.
• Working knowledge of SAP related to time entry, travel reimbursements, and shopping cart; and knowledge of JHU administrative policies and procedures preferred.
• Must be highly organized with attention to detail with the ability to prioritize multiple responsibilities.
• Possess excellent interpersonal, organizational, verbal, and written communication skills.
• Ability to work effectively with students and all levels of faculty, staff, and administration within the University as well as external contacts including alumni.
• Must have strong organizational skills, ability to multi-task, be detail-oriented, and have the ability to work independently.
• Must be able to work under pressure and meet various deadlines.
• Requires math skills appropriate to understand and perform budget and spreadsheet functions.
• Possess analytical ability to manipulate data.
• Know the formal and informal departmental goals, standards, policies, and procedures that may include familiarity of other departments within the Whiting School of Engineering and the School of Medicine.
• Demonstrated ability to exercise good judgment with sensitive and confidential information and situations.
• Ability to work independently with minimal supervision.
• High degree of professionalism.
• Requires excellent interpersonal and organizational skills, including the ability to work effectively with faculty, staff, and students from a variety of diverse backgrounds.
• Exchanges non-routine information using tact and persuasion as appropriate requiring excellent oral and written communication skills.

• 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.

• Bachelor’s Degree.

Classified Title: Sr. Administrative Coordinator 
Role/Level/Range: ATO 37.5/03/OF  
Starting Salary Range: $21.25 - $36.92 HRLY (Commensurate w/exp.) 
Employee group: Full Time 
Schedule: M-F, 37.5 
Exempt Status: Non-Exempt 
Location: Homewood Campus 
Department name: ​​​​​​​Biomedical Engineering - Admin & Finance  
Personnel area: Whiting School of Engineering