CO Sr. Administrative Coordinator

Location
Maryland, United States
Salary
Salary Not Specified
Posted
Mar 18, 2021
Employment Level
Administrative
Employment Type
Full Time

General Summary/Purpose

Provides administrative and clinical support to the ChiefofMinimally Invasive Surgery and fulfills administrative duties to support the overalloffice.This position will be the first pointofcontact to the Minimally Invasive Surgery Division (the Division) for all constituents. The Sr. Administrative Coordinator will serve as a liaison with other University Departments, medical center departments, and external organizations. Sr. Administrative Coordinator will work in a fast paced and demanding environment andmustbe able to function independently.

Specific Duties & Responsibilities

Administrative Duties:

  • Participate in the preparationofthe medical recordsorresearch documentation, budget, administrative, and regulatory documents for patient records, grant proposals, clinicalorresearch protocols,and/orcontractual agreements.
  • Manage the Chief’s electronic calendarsformultiple meetings and manage frequent requests.
  • Resolve scheduling conflicts.
  • Ensure that the Chief is fully prepared for meetings and appearances by coordinating, collecting and providing materials to participants in a timely fashion.
  • Developorrevise filing system to maintain academic, administrative, donor,VIPand other relevant files. Maintain files and record keeping systems
  • Plan and coordinate meetings/events which involve securing venues as well as coordinating travel, hotel, reimbursement and paymentofhonorariaforguest lecturers as well as developing itinerariesforguests/potential faculty recruits
  • Work on special projects as requested.
  • Coordinate, schedule and send reminders all divisional meetings and meetings hosted by the chief.
  • Prepare and edit presentations, slides, manuscripts, reports, andemailsas requested.
  • Helps coordinate and document management, narrative and statistical reportsforprivate and government agencies.
  • Grant preparation, including NIH grant applicationsorother funding grants.
  • Compile dataforpreparationofvarious periodic ad hoc reports
  • Relaymessagesand greet visitors to the Division
  • Make travel and accommodation arrangements for Chief and visitors
  • Machines and/or equipment used on the job include a PC, laptop, phone, fax, copier, scanner, printer, LCD projector, and transcription equipment
  • Renew licenses and memberships forChiefas needed.
  • Prioritize workloads as neededtomeetcompeting deadlines
  • Performotherduties and special projects as assigned
  • Provide supportfor faculty'sactivities with national societies, research projects, and scholarly publications and presentations, serving as a liaison between department and vendors,otherdepartments, and outside organizations. Supportincludes,managing references, maintenance of a list of continuing medication education (CME) activities and maintenanceofa current curriculum vitae (CV).
  • Perform a wide varietyofadministrative support to faculty and staff as required with regards to special projects and items; know the formal and informal Institute goals, standards,policiesand procedures. Create, maintain, & analyze electronic and paper record keeping systems including retrieval, retention, storage, compilation, updating, and destructionoffiles; creating new systemsorrevising established procedures as needed.
  • Locates and compiles information and formats reports, graphs, tables, records and other sources of information. Assembles and categorizes facts and figures for written computation and calculations.
  • Assists with special events planning.
  • Operates personal computer to access email, electronic calendars, and other basic office support software. SAP/Concur transactions including orderofsupplies (Shopping Cart) and submitting reinbursements. Uses various software applications, such as spreadsheets, relational databases, statistical packages, and graphics packages to assemble, manipulate and/or format data and/or reports. Utilizes Internet to search for information, contactsforresearch, and clinical consultation, international contactsforteaching and travel.
  • Needs to know the campus locations, travel to many buildings to deliver documents and important materials eachday.

Clinical Duties:
  • Demonstrate utmost professional behavior as the representative of the Division
  • Is expected to provide the highest levelofcompassion, empathy, and customer servicetopatients and their families
  • Post surgeries, coordinate and schedule testing and clinic visits.
  • Answer patient calls and triage where needed. Answers patient medical questions where appropriate and determines if physician/nurse response is required. May perform duties of a sensitive and confidential nature, therefore the position requires an immense degreeofdiscretion and tact.
  • Is expected to act as an information resource and provide assistance for faculty, Department manager, trainees and staff as well as contacts from outside the Department.

The qualified candidate must demonstrate the ability to communicate on a professional level, act appropriately and effectively with all levels of staff, exercise good judgment, and think creatively to manage complex projects and to resolve operational issues.

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 the* JHU 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 strongly preferred.

Special Knowledge, Skills, and Abilities

  • Requires experience using Microsoft office suite applications, managing multi-line phones,

  • KnowledgeofSAP system, accounts payable; and some grant & manuscript preparation.
  • Musthavestrong organizational skills, ability to complete tasks,bedetail oriented, and have the ability to work with minimal supervision.

Classified Title: Sr. Administrative Coordinator
Working Title: CO Sr. Administrative Coordinator
Role/Level/Range: ATO 40/E/03/OF
Starting Hourly Pay Rate Range:$19.82 - $27.26 /Commensurate with Experience
Employee group: Full Time
Schedule:Monday - Friday, 7:30a - 4:00p / 40 hrs per week
Exempt Status: Non-Exempt
Location:04-MD:School of Medicine Campus
Department name: 10003968-SOM Sur Ravitch Colorectal
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

School of Medicine - East Baltimore Campus


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 at jhurecruitment@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://www1.eeoc.gov/employers/upload/eeoc_self_print_poster.pdf
Important legal information
http://hrnt.jhu.edu/legal.cfm

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