Sr. Administrative Coordinator

General Summary/Purpose

The Sr. Administrative Coordinator will provide complex administrative and project support tothe Office of Curriculum (OOC) and the Associate and Assistant Deans for Undergraduate Medical Education (UME), including office operations as well as curriculum-related projects and processes.

The position will interact with a large variety of School of Medicine faculty, staff and students. The environment is fast-paced and collaborative, and requires the ability to manage competing priorities.

The Sr. Administrative Assistant will represent the OOC by communicating professionally, resolve administrative problems and issues, and gather data as needed. They will act proactively and independently, exercise good judgment, think creatively to manage complex projects and have the ability to work with multiple interruptions and still stay on task. The Sr. Administrative Coordinator reports to the Program Administrator for UME and works closely with the Associate and Assistant Deans for Undergraduate Medical Education.

Specific Duties & Responsibilities

• Serve as first point of contact and face of the Office of Curriculum for visitors. Provide front-office duties including screening and triage of telephone calls, answering questions from faculty, students, and staff, distributing mail, providing information and guidance to visitors.
• Provide high-level and complex administrative support to the Associate and Assistant Deans for (UME) and OOC staff.
• Manage multiple projects and activities, including those related to OOC strategic planning simultaneously. Track and support completion of priority tasks and projects.
• Manage multiple conflict-free electronic calendars for the Deans based on knowledge of goals and priorities. Coordinate daily, weekly, monthly, and yearly calendars. Exercise independent judgment to rank and prioritize meeting requests and time lines.
• Ensure the Deans are fully prepared for meetings and appearances by coordinating, collecting and providing materials in a timely fashion. Compose and/or prepare documents for content, quality, and style, turning rough drafts into finished documents.
• Manage high-level meetings, including scheduling and preparing meeting materials (e.g. prepare agenda, collect and print relevant meeting information).
• Staff regular and ad hoc meetings, to include preparing agendas and meeting materials, recording and drafting minutes, and circulating meeting materials.
• Draft and edit correspondence for the Deans, using Site Executive.
• Independently follow-up on action items.
• Arrange travel reservations and conference registrations.
• Assist Deans with the preparation of teaching material, written presentations, posters, or PowerPoint presentations.
• Review SAP transactions for UME offices to ensure alignment with approved budget and compliance with JHU policies; identify and research discrepancies; approve or deny accordingly.
• Ensure UME-related financial transactions are processed and posted. This includes, but is not limited to, KB15Ns, journal entries, and cost transfers
• Track and process salary payments for non-SOM faculty with leadership roles in education
• Maintain departmental Outlook email groups and departmental contact lists as needed.
• Maintain office equipment and request service calls as needed (i.e. copy machine, fax, phones, and computers).
• Independently manage several curriculum-related databases and software systems. Monitor curriculum-related databases and software systems to determine if all required information is accurate; communicate with course directors and coordinators to remedy missing information; enter information as appropriate. Current curriculum databases and software systems include: OASIS, BlackBoard, ActivTracker, Clerkship Central Monitoring database, New Innovations, Campus Labs-Compliance Assist and Planning, Site Executive (to maitain parts of the curriculum website), Qualtrics, SAP, DropBox, and Cloud/JH Box.
• Independently manage the Clerkship Central Monitoring database including oversight on collecting data from each clerkship. Monitor documents for accuracy, and resolve inaccuracies or present potential problems to the Deans. Collaborate closely with the Office of Information Technology to maintain the database system and yearly maintenance. Communicate due dates and enforce all documentation is collected in a timely manner. Generate reports and use to produce quarterly PowerPoint presentations.
• Assist with deployment and collection of course evaluation surveys using Qualtrics.
• Work closely with the Deans for UME to monitor and assist in the LCME accreditation self-study and accreditation visit. Exercise independent judgment to ensure deadlines are enforces in an appropriate and timely manner. Collect documentation for the LCME accreditation. Prepare and/or oversee preparation of extensive files/statistics for accreditation purposes and for periodic review by regulatory organizations. Locate and compile information and data to format reports, graphs, tables, etc.
• Exercise effective communication in a variety of formats in assisting the Deans to accomplish their goals and initiatives for the Continuous Quality Improvement (CQI) project. Collaborate and coordinate with the Campus Labs database system representative.
• Identify and resolve administrative problems and issues in the office. Develop and recommend administrative processes/procedures to support efficiency.
• Support curriculum-related projects (for example, conduct basic library searches; collect and compile information; assist with planning and scheduling curriculum events such as retreats).
• Facilitate special projects as assigned (e.g. curriculum retreats, IPE events, CCSE events, event planning).
• Manage all office accounting needs including, but not limited to, using SAP to process payments, order supplies, and submit expense reimbursements, establish vendors, process vendor payments and invoices, and create purchase orders.
• Develop and maintain system to reconcile monthly costs. Generate reports from SAP to analyze actual spending to budget. Oversee office supply inventory with the Associate Dean for UME, create OOC annual budget; monitor budget expenses throughout year, and identify improvements for cost savings.
• Serve as a backup proctor for NBME exams administered in the AMEB that require proctors.
• Other duties as assigned.

Minimum Qualifications(Required)

High School Diploma/GED.

Five (5) years progressively responsible administrative experience.

Additional education may substitute for required experience, to the extent permitted by theJHU Equivalency Formula: 30 undergraduate degree credits (semester hours) or 18 graduate degree credits may substitute for one year of 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.

Special Knowledge, Skills, and Abilities

Ability to work independently, manage projects and determine priorities while maintaining a high degree of professionalism and confidentiality.

• Strong organizational skills and attention to detail.
• Ability to work independently, manage several projects simultaneously, and set and manage priorities.
• Excellent interpersonal skills and ability to work positively and collaboratively with a wide range of individuals, including students, senior executives, faculty, staff, vendors, etc., maintaining a high degree of professionalism and confidentiality.
• Demonstrated ability to learn quickly and work with several databases and software; computer savvy.
• Proficient in use of software applications including but not limited to Excel, Word, PowerPoint, Adobe, and Outlook. Experience with SAP, OASIS, New Innovations, Qualtrics, and Blackboard preferred.
• Excellent written and oral communication skills

Classified Title: Sr. Administrative Coordinator
Working Title: Sr. Administrative Coordinator ​​​​​
Role/Level/Range: ATO 40/E/03/OF
Starting Hourly Pay Rate Range:$19.82 - $27.27 / Commensurate with Experience
Employee group: Full Time
Schedule:Monday - Friday, 8:30am-5pm / 40 hrs per week
Exempt Status: Non-Exempt
Location:04-MD:School of Medicine Campus
Department name: 10002614-SOM Admin New Curric Graduate Curriculum
Personnel area: School of Medicine

The successful candidate(s) for this position will be subject to a pre-employment background check.

If you are interested in applying for employment with The Johns Hopkins University and require special assistance or accommodation during any part of the pre-employment process, please contact the HR Business Services Office atjhurecruitment@jhu.edu. For TTY users, call via Maryland Relay or dial 711.

The following additional provisions may apply depending on which campus you will work. Your recruiter will advise accordingly.

During the Influenza ("the flu") season, as a condition of employment, The Johns Hopkins Institutions require all employees who provide ongoing services to patients or work in patient care or clinical care areas to have an annual influenza vaccination or possess an approved medical or religious exception. Failure to meet this requirement may result in termination of employment.

The pre-employment physical for positions in clinical areas, laboratories, working with research subjects, or involving community contact requires documentation of immune status against Rubella (German measles), Rubeola (Measles), Mumps, Varicella (chickenpox), Hepatitis B and documentation of having received the Tdap (Tetanus, diphtheria, pertussis) vaccination. This may include documentation of having two (2) MMR vaccines; two (2) Varicella vaccines; or antibody status to these diseases from laboratory testing. Blood tests for immunities to these diseases are ordinarily included in the pre-employment physical exam except for those employees who provide results of blood tests or immunization documentation from their own health care providers. Any vaccinations required for these diseases will be given at no cost in our Occupational Health office.

Equal Opportunity Employer
Note: Job Postings are updated daily and remain online until filled.

EEO is the Law
Learn more:
https://www.eeoc.gov/sites/default/files/migrated_files/employers/poster_screen_reader_optimized.pdf