Provide administrative and research support to faculty members of the Berman Institute of Bioethics.  Work assignments cover a range of activities including program support, meeting logistics and preparation, grant proposals, research, and general administrative support.

Responsibilities:

• Serve as the administrative point of contact for assigned faculty and fellowship program. Manage calendars for assigned faculty, prioritizing multiple requests, and ensuring conflict-free meetings and appointments.  Create and manage tickler files and follow up regularly on activities and tasks.  Effectively communicate with academic and administrative leaders, faculty, students, other staff, and external contacts on behalf of Berman Institute faculty and postdoctoral fellows.  Efficiently manage faculty’s time and travel in accordance with their specified preferences.
• Coordinate reimbursement materials for submission to finance department.
• Manage communication regarding the fellowship program to current postdoctoral fellows and faculty members. Assist with orientation preparations, guest speakers, and fellowship events.  Maintain databases with application materials, admission statistics, and current fellow and alumni information.  Support the admissions committee members and communicate with candidates throughout the application process.
• Coordinate and execute routine meetings and special events; organize travel arrangements, catering, venue reservations, contracts, conference lines, A/V support, and other aspects as needed. Prepare agendas and meeting materials for distribution.  Attend meetings and record minutes.  Compile decisions and action plans discussed in meetings and ensure the appropriate follow-up is conducted.
• Draft and edit manuscripts, ad-hoc reports, and correspondence ensuring they adhere to the stated preferred writing style
• Manage assigned projects through to completion. Provide support for academic and policy-oriented inquiries.
• Assist in preparation of grant applications/renewals in conjunction with faculty members and research staff.
• Produce reports utilizing Word, Excel, Power Point, Access, and other software. Proofread and edit confidential and sensitive information, and prepare official documents for signature.  Analyze existing systems for improvement, design and maintain administrative filing systems to include: filing, retrieval, storage, coding, updating, and destructions.
• Maintain gradebooks, syllabi, course pages on CoursePlus, and communicate with students and guest presenters on behalf of the course instructors.
• Perform other duties as assigned.

Qualifications:

High School Diploma/GED required.  Three years of progressive administrative responsibility is required.  Additional education may substitute for required experience, to the extent permitted by the JHU equivalency formula.

JHU Equivalency Formula: 30 undergraduate degree credits or 18 graduate degree credits may substitute for one year of experience; up to two years of non-related college course work may be applied towards the total minimum education/experience required for the respective job.

Preferred Qualifications:

• Bachelor’s degree preferred.

Special Knowledge, Skills, and Abilities:

• Possess excellent computer literacy, word processing, and spreadsheet skills with Microsoft Office (Word, Excel, Power Point, Outlook), Adobe Acrobat, RefWorks, library and online research to include online journal databases, with the ability to quickly learn new software is required.
• A demonstrated attention to detail is vital as the incumbent will be required to work with a high degree of accuracy to independently complete tasks, resolve administrative issues, edit written submissions, prioritize and manage various projects with concurrent deadlines, and respond to changing priorities within a dynamic, fast-paced environment.
• Highly motivated self-starter with excellent organizational skills. Able to utilize discretion and diplomacy when working with sensitive and privileged subject matter, maintain confidentiality, and exercise good judgement.
• Adept in effectively communicating through excellent oral and written skills to a wide range of constituents internally and externally.
• Ability to work efficiently as a collaborative team member with BI faculty, staff, leadership, and external contacts. Embrace the mission of the Berman Institute of Bioethics.

How to Apply:

Please complete an application for requisition 14121 at https://jobs.jhu.edu and attach a cover letter explaining why you would be a good fit for this opportunity, as well as a resume.  Only applicants selected for further consideration will be contacted.  Johns Hopkins University Berman Institute of Bioethics is an equal opportunity employer.  For more information on our mission and projects please visit www.bioethics.jhu.edu.

The Administrative Coordinator will provide a broad range of administrative support as well as some financial support to the Berman Institute of Bioethics. S/he serves as the first point of contact to guests at Deering Hall; must be committed to professionalism and customer service and have excellent interpersonal skills.  The responsibilities of the role include travel and expense reimbursements, event support, scheduling, and general administrative tasks.

Responsibilities: 

• Administrative: Responsible for managing the front desk – greet all visitors to the BI, answer main multi-line telephone and direct calls to the appropriate personnel, screen/process/deliver mail, and serve as the BI general point of contact. Research and respond to internal and external requests. Assist with facilities related activities.  Perform tasks to prepare building for the day.   Assist with inventory, purchasing, and other administrative activities.  Manage the conference room and space scheduling. Develop and maintain systems such as databases, spreadsheets, and filing.  Provide administrative support for events to include print materials and other tasks as assigned by the Event Specialist.  Work collaboratively with faculty and staff within the BI and across JHU. Serve as liaison between BI and other administrative and financial contacts in the University.
• Financial: Particularly travel and expense reimbursement. Serve as primary point of contact for travel and expense reimbursement within the Berman Institute.  Coordinate with faculty and staff to ensure timely submission of approved travel documents, ensure documentation complies with JHU and federal guidelines, and process travel reimbursements in SAP within established deadlines.  Monitor workflow, track and research outstanding reimbursements, and follow up with approving officials.  Refine and maintain organizational system for travel and expense claims for research and audit purposes.  Coordinate and process non-employee reimbursements.  Additional financial duties may be assigned.
• Other duties as assigned.

Qualifications:

• High School Diploma/GED required. Three years of progressive administrative is required.  Additional education may substitute for required experience, to the extent permitted by the JHU equivalency formula.

JHU Equivalency Formula: 30 undergraduate degree credits or 18 graduate degree credits may substitute for one year of experience; up to two years of non-related college course work may be applied towards the total minimum education/experience required for the respective job.

Preferred Qualifications:

• Bachelor’s Degree, preferred.
• Experience in an academic setting is strongly preferred.

Special Knowledge, Skills, and Abilities:

• Fluency with Microsoft Office (Word, Excel, Power Point, Outlook), and the ability to learn new systems is required; SAP experience is preferred.
• A demonstrated attention to detail is vital as the coordinator will be required to independently complete tasks, resolve administrative issues, prioritize tasks within established deadlines, and respond to changing priorities.
• The coordinator must have a strong working knowledge of office administrative practices and policies. Strong organizational skills, logistical management, scheduling, and records management experience is required.
• Ability to apply analytical and critical thinking skills to issues resulting in professional and mature solutions. Identify issues, determine information needed to resolve, research and collect information, and make recommendations or take appropriate action to resolve. Collaborate and build working relationships with individuals across the Institute and University.
• Possesses the ability to effectively communicate, efficiently work as a team member, maintain confidentiality, and embrace the mission of the Berman Institute of Bioethics.
• Ability to sit to for most of the eight (8) hours and stand for various lengths of time.

How to Apply

Please complete an application for requisition 14245 at https://jobs.jhu.edu and attach a cover letter explaining why you would be a good fit for this opportunity, as well as a resume.  Only applicants selected for further consideration will be contacted.  Johns Hopkins University Berman Institute of Bioethics is an equal opportunity employer.  For more information on our mission and projects please visit www.bioethics.jhu.edu.

As a university-wide, independent, interdisciplinary center, the Johns Hopkins Berman Institute of Bioethics identifies and addresses key ethical issues in science, clinical care, and public health both locally and globally.  The Director of Finance and Administration is seeking a full-time Senior Administrative Coordinator in the Office of Finance and Administration, which is responsible for administration, finance, facilities, human resources, special events, and other activities for the Institute.  The Senior Administrative Coordinator will administratively support the Director of Finance & Administration and handle facilities as well as financial transactions, reconciliations, and reporting.

Responsibilities:

• Administratively support the Director of Finance and Administration. Exercise a high level of independent judgment in triaging requests and resolving issues for a variety of constituencies.  Effectively communicate with academic and administrative leaders, faculty, students, and other staff, on behalf of the director.
• Schedule appointments for the Director, anticipate and resolve schedule conflicts, arrange travel, and serve as point of contact for Director’s office. Organize meetings and prepare meeting materials.  Manage task files and follow up on activities and projects, staying informed regarding all on-going projects for the Director.
• Coordinate key functional aspects of the Institute’s facilities and daily operations involving building, activities, equipment, and resources. Assist with building operations and work with Director to ensure building systems are working effectively and efficiently (including plumbing, HVAC, housekeeping, etc.).  Manage building issues, some of which may be particular to historic/older buildings, and research/propose solutions. Independently identify, evaluate, negotiate, and contract with companies and contractors to complete facilities related work.
• Create and maintain records tracking system for facilities preventative maintenance, life-cycle replacements, and other related issues as well as serve as the primary point of contact for employees reporting issues. Handle daily facilities requirements, including room set-up for courses and other activities.
• Identify, research, and propose recommendations to improve efficiency and generate new approaches to solving BI operational challenges. Lead implementation of new initiatives and strategically anticipate and address issues with creative problem solving. Develop and organize policy and procedure manuals.
• Prepare, approve, and/or serve as backup for financial transactions (purchase orders, online payments, purchase cards, transfers, and others). Reconcile assigned accounts on a monthly basis and identify/resolve financial discrepancies.  Thoroughly analyze financial data and assist in the development of financial projections, non-sponsored budgets, and annual budgets.
• Draft financial memos and reports, correspondence, and other documents on behalf of the Director for dissemination to a wide audience. Proofread and edit confidential and sensitive information, and prepare official documents for signature.
• Design and maintain electronic and physical filing systems to include: filing, retrieval, storage, coding, updating, and destructions. Perform a complete catalogue and reorganization of extensive electronic filing system.
• Develop, oversee, and plan for computer, software, and A/V purchasing, maintenance, and replacement including forecasting and budgeting. Coordinate IT services for new equipment, maintain/monitor inventory, and organize upgrades as needed. Participate in onboarding of new employees by arranging for equipment (computer, telephone, mail box, and desk space) and access (building and printer).
• Manage inventory of office supplies. As the procurement cardholder compile supply and other item requests and place orders utilizing cost-effective methods. Monitor receipt of items and organize invoices for payment and budget reconciliation.
• Represent BI in internal (JHU) and external relationships with professionalism and diplomacy.
• Handle special projects and other duties as required.

Qualifications:

High School diploma required.  Five years of progressively responsible relevant experience required.  Additional education may substitute for experience, to the extent permitted by the JHU equivalency formula.

JHU Equivalency Formula: 30 undergraduate degree credits or 18 graduate degree credits may substitute for one year of experience; up to two years of non-related college course work may be applied towards the total minimum education/experience required for the respective job.

Preferred Qualifications:

• Bachelor’s Degree preferred.

Special Knowledge, Skills, and Abilities:

• Highly motivated self-starter with the ability to apply planning and project management skills to a range of program and administrative work/situations as needed with efficiency. Perform duties without direct supervision or guidance on a regular basis.
• Ability to work in a fast-paced, collaborative environment while staying flexible to changing priorities. Respond to requests and urgent matters quickly and creatively.
• Possess excellent organizational skills and attention to detail to track and/or manage various projects and priorities while maintaining a high degree of accuracy and prioritizing workflow.
• Proficient in upholding a high level of confidentiality through adherence to established protocols and guidelines.
• Adept in effectively communicating through strong oral and writing skills.  Experienced in writing and editing professional letters, reports, and documents.
• Demonstrate excellent customer service with the ability to diffuse difficult situations involving internal and external customers.
• Fluency with Microsoft Office (Word, Excel, Power Point, Outlook), SAP (preferred), and skilled in online research. Ability to use technology to create administrative efficiencies and interest in staying technically current and mastering new software and university online systems.

How to Apply

Please complete an application for requisition 14352 at https://jobs.jhu.edu and attach a cover letter explaining why you would be a good fit for this opportunity, as well as a resume.  Only applicants selected for further consideration will be contacted.  Johns Hopkins University Berman Institute of Bioethics is an equal opportunity employer.  For more information on our mission and projects please visit www.bioethics.jhu.edu.