Sr. Administrative Coordinator

• Provides administrative support to department Director, Administrator, and Assistant Administrator and others as identified to include maintaining schedules, set up and prepare for meetings, prepare and edit general correspondence, take and maintain minutes for meetings as required, and prepare and maintain required reports.
• Communicates effectively and maintains positive, courteous, supportive and professional working relationships with all levels of contacts; contributes to the customer service oriented atmosphere within the department to assist when needed or requested.
• Independently coordinates departmental events and meetings.
• Identify and resolve administrative problems and issues.
• Maintains patient relations compliment/complaint letters, types correspondence and keeps track of patient complaint resolution.
• Work as part of Urology’s administrative support team.
• Answers telephones, screens callers, takes messages or refers questions to the appropriate staff, and greets visitors; provides backup phone coverage for department as needed; schedules elaborate and detailed meetings and appointments
• Maintains calendar, schedules appointments and conference rooms.
• Oversees and manages the automated on-line clinical faculty absence/coverage system.
• Assists in the preparation of the on-call faculty coverage schedule to include making changes and sending updated schedules as needed.
• Independently coordinate all aspects of large conferences and events.
• This includes developing the guest list, creating and mailing invitations, securing the event venue, working with catering companies to develop menu options, event décor (florist, place setting, and lighting), hiring a band/DJ, document preparation, and ensuring that the event runs smoothly.
• Orders pagers for new staff as needed.
• Updates staff database, group email lists, and sets up mail boxes for new staff.
• Assist Director, Vice Chair and Division Director with the US News and World Report Pediatric Hospital Survey.
• Work in conjunction with the administrator on a variety of related projects and activities.
• Represent Department and administrator as appropriate in communicating with faculty, staff, and external contacts, respond to questions, resolve issues, and gather data as needed.
• Independently develop and coordinate complex and key administrative projects, including communication plans, policy changes, and enhancements in department systems and record keeping.
• Develop and recommend administrative processes and procedures to ensure efficiency.
• Serve as a general resource for all inquiries from a variety of constituents including providing information on related activities, policies and procedures.
• Research and compile materials for presentations and projects according to office procedures.
• Establish and maintain an organized filing system according to office procedures to ensure the expeditious retrieval of information in both paper and scanned format.
• Reconcile monthly reports, post and disseminate information as appropriate, and prepare reports on a monthly, quarterly, or as needed basis.
• Process departmental procurement requests.
• Place orders, verify shipments, and resolve purchasing related issues.
• Access and implement communications requirements (i.e. phones, office and cell)
• Provide coverage of responsibilities of other administrative staff during vacations or other absences.
• Perform other duties as required.

• High School Diploma/GED required.
• Five (5) years progressively responsible administrative experience.
• Additional education may substitute for experience, to the extent permitted by the JHU equivalency formula.

JHU Equivalency Formula:30 undergraduate degree credits (semester hours) may substitute for required experience. For jobs where equivalency is permitted, 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.
• Project management experience preferred.

Special Knowledge, Skills, and Abilities:

• Excellent typing and accuracy skills, proficient with personal computers, demonstrated knowledge of Windows 7 and Microsoft Office.
• Proficient with Microsoft Word, Microsoft Excel, Outlook, and PowerPoint.
• Microsoft Access Knowledge helpful.
• Strong computer literacy skills and ability to learn new software.
• Excellent verbal and written communication skills.
• Knowledge of SAP helpful.
• Ability to take initiative and exercise independent judgment to resolve administrative problems.
• Excellent organizational skills with attention to detail; strong interpersonal skills and ability to work as part of a team.
• Ability to work in a dynamic fast-paced environment and respond quickly to changing priorities.
• Proven ability to multi-task, prioritize projects and adhere to deadlines.