Sr. Administrative Coordinator

General Summary/Purpose:

The Sr. Administrative Coordinator works in the Office of Women in Science and Medicine (OWISM) with two distinct domains of responsibility under the direct supervision of the Senior Associate Dean of Women: 1) Senior Associate Dean of Women academic affairs; and 2) scheduling and handling calendar for Senior Associate Dean for Faculty.

Responsibilities for OWISM include: organization of multiple programs for the Office of Women in Science and Medicine, such as Mary Elizabeth Garrett Executive Leadership for Women Faculty Program, Leadership Program for Women Faculty, Emerging Women’s Leadership Program, Speed Mentoring, Leadership Cohort Networking sessions, etc. In addition, oversee planning for the Office of Women in Science and Medicine Annual event, and other special events as they arise. Oversight and organizational functions include: researching and analyzing information in order to develop reports, as requested; representing the Senior Associate Dean to a wide range of external and internal individuals; exercising independent discretion and judgment, ensuring that the Senior Associate Dean’s time is used efficiently and well; and assuming full responsibility for special projects to resolve issues and problems of importance to the effective functions of the Office of Women in Science and Medicine.

Specific Duties & Responsibilities

Answer phones, prioritize and triage calls

• Maintain other support pages and CV’s as needed
• Resolve problems, answer questions of other staff and faculty, and act as a source of information
• Assistant to Senior Associate Dean for the Office of Women in Science and Medicine with primary responsibility to ensure constant workflow is met depending on needs and work demands.
• Prioritize and manage the office of the Senior Associate Dean of Women
• Duties are carried out independently and on one’s own initiative
• This position requires appropriate levels of confidentiality and a high level of public relation skills necessary to handle the responsibilities of the office and due to the complexity of this position the level of internal and external contacts, it is imperative that the Assistant project professionalism, sensitivity, and excellence
• Accurately schedules all appointments and arranges all aspects of meetings for both Senior Associate Deans
• Maintains daily calendar that includes assembling pertinent materials for the Associate Dean of Women to take to meetings and presentations
• Handle and track all Professional Association and Organizational memberships. Physician Credentialing to include Medical Board of Physician license, DEA certificate, CDS certificate, etc. expirations dates; renew as needed
• Serve as the front-line representative to deans, department and division directors, faculty, and general public
• Responsible for various projects by ensuring event/meeting logistics and problems as they arise, confirming attendance, taking notes, AV equipment, etc.
• Assists with administrative reports, programs, articles and oral presentations for research and teaching programs. Edit documents for content, quality, and style, turning rough drafts into finished documents
• Coordinates all travel arrangements and itineraries for Senior Associate Dean and ensures that proper paperwork is completed for international travel
• Screens all phone inquiries for the offices, and assists individuals when appropriate to alleviate the Senior Associate Dean from handling unnecessary calls
• Assist and attend (as needed) Senior Associate Dean with all OWISM events and meetings
• Maintain OWISM website using SiteExecutive as needed
• Maintain all mailing lists and update as faculty are promoted
• Arrange special luncheons and dinners, catering, invitations, room arrangements, schedule conferences, banquets and other special functions, and being sensitive to attendees needs and pay invoices in SAP
• Prepare floor plans and obtain equipment as needed for all events
• Maintain and triage OWISM email inbox
• Maintain RSVP lists for all events held
• Locate and compile information and formats reports, graphs, tables and other sources of information for programs
• Serve as the liaison between various offices and the Senior Associate Dean
• Manage and maintain a high level of acuity in both initiating and following up on important communications and action items

• Provide the Senior Associate Deans with any support needed for computer and other technological equipment usage
• Submit all expenses for Senior Associate Dean thru Concur system
• Update Women Professor Timeline with newly promoted Women Professor’s Bio and picture (added to One Drive)

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

Works well under pressure and meets deadlines; detail-oriented team player; self-motivated; excellent organizational, oral and written communication skills; demonstrates ability to address/resolve difficult and multi-faceted problems; ability to work independently with authority and minimal supervision; ability to maintain confidence and discrete, tactful behavior at all times; ability to develop and maintain sound professional relationships among superiors, subordinates and peers; ability to respond to unanticipated needs and last minute changes in priorities.

Special Knowledge, Skills, and Abilities

Detailed oriented, flexible, and able to manage multiple tasks.

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 - 5:00pm / 40 hrs per week
Exempt Status: Non-Exempt
Location: 04-MD:School of Medicine Campus
Department name: 10000890-Faculty Affairs
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.

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