Sr. Administrative Coordinator

The Sr. Administrative Coordinator provides complex administrative and clinical support to the Division Endocrine Surgery and acts as the center point of contact between management, PI's, division contacts, finance, patients, advanced practice providers, and administration. Independently manage projects, develop and maintain positive working relationships internally and externally to the department, the University, and with all those they personally encounter including University representatives, faculty, staff, and students. The Sr. Administrative Coordinator provides administrative and clinical support for clinical and research training programs, in particular, the Endocrine Surgery Fellowship program. This position is responsible for a wide variety of job duties to support recruitment, appointment/credentialing, endocrine surgery fellowship, and complex administrative duties. Functions as a team member with Johns Hopkins School of Medicine program faculty and staff, personnel at external institutions, accrediting and boarding bodies to support, coordinate, and advance the Division's programs. Additionally, this position coordinates major donor visits, special guests, visitors and speakers for the Division and liaises with Deans Office, JHH president’s office, and DOS leadership.

Specific Duties & Responsibilities

• The Sr. Administrative Coordinator ensures smooth management of the day to-day administrative operations of the Division and is expected to act as an information resource and provide assistance for Director, faculty, administration and staff as well as contacts from outside the Department.
• Exercises independent judgment, maintains high-level of confidentiality, demonstrates initiative and public relations skill, multi-tasks, and manages many competing priorities.
• Schedules and coordinates all endocrine surgery OR cases, clinic visits, and peri-op testing.
• Performs frequent clinic review of upcoming clinic visits to ensure smooth operations and workflow.
• Assists the faculty and advanced practice with clinic preparation as needed.
• Coordinates the endocrine surgery fellowship program including interviews, schedules, credentialing, and any day-to-day needs that arise.
• When applicable, the Sr. Administrative Coordinator cross-covers other staff members when he/she is out of the office or unable to perform his/her duties.
• Coordinates complex meetings, prepares and distributes meeting materials and agendas.
• Manages the faculty electronic calendars for multiple meetings and manage frequent requests. Resolve scheduling conflicts.
• Ensure that the faculty are prepared for travel, meetings and appearances by coordinating, collecting, and providing materials in a timely fashion.
• Develop or revise filing system to maintain academic, administrative, donor, VIP and other relevant files and record keeping systems.
• Arrange special luncheons and dinners, catering, invitations, room arrangements, schedule conferences, banquets and other special functions for visitors for the Division,
• Responsibility for staffing various projects and meetings: ensuring event/meeting logistics, confirming attendance, taking minutes, noting milestones for the project and disseminating to participants
• Applies strong writing skills to draft, proofread, and edit a variety of written materials such as letters, other correspondence, and presentations.
• Submit travel reimbursements and invoices through the SAP/Concur system.
• Compile data for preparation of various periodic ad hoc reports.
• Work on special projects as requested.
• Provides complex administrative support to the faculty including report preparation, proofing and editing.
• Works independently and able to prioritize workloads as needed to meet competing deadlines in a fast paced often stressful environment.
• Coordinate national/international travel arrangements; prepare and submit expense reports and annual summaries.
• Organize and maintain electronic files of correspondence

• Monitor, maintain and order office supplies and small office equipment,
• Demonstrate highly developed oral and written communication and interpersonal skills, pleasant demeanor and professional attitude.

• Demonstrates the ability to represent the Division effectively and professionally.
• Demonstrate flexibility and re-establish priorities and work plans to compensate for unanticipated changes in work volume to adequately meet departmental needs as deemed necessary.
• Demonstrates the ability to relate well and work with all levels of staff.
• Demonstrates the ability to manage multiple projects simultaneously to meet deadlines.
• Consistently uses discretion when discussing confidential matters.
• Coordinates case conferences, weekly fellows conference, grand rounds, and other meetings as required
• Locate and compile information and format reports, graphs, tables, records and other sources of information; assemble and categorize data for written computation and calculations.
• Must be organized and able to appropriately prioritize responsibilities in a fast-paced environment.
• Routinely deal with highly sensitive information and material maintaining an atmosphere of strict confidentiality.
• Plan, coordinate and/or support routine and special events, activities, meetings, seminars, presentations and help host visitors; this includes but is not limited to: reserving rooms or venues, setting up, tearing down and cleaning rooms, ordering or purchasing and setting up food and supplies, and audiovisual set-up or coordination; schedule meetings for various individuals or groups of staff by finding dates, times and meeting space and communicate appropriately
• Performs other duties as required.

Minimum Qualifications(Required)

High School Diploma/GED.

Five (5) years progressively responsible administrative experience.