Sr. Administrative Coordinator

General summary/purpose:

The Sr. Administrative Coordinator provides complex administrative and project support to the Administrator, Assistant Administrator, Finance Manager and Sr. Production Unit manager for the Department of Plastic and Reconstructive Surgery. Will provide administrative support as needed to assist the Medical Training Program Administrator and East Baltimore based Medical Office Supervisor, and assists the Department Leadership with daily administrative operations. This position will also play a support role for other departmental leaders and faculty. Responsibilities include scheduling complex appointments and meetings, preparing meeting and travel materials, preparing correspondence, compiling data, answering telephones, special projects, and records maintenance. Will perform duties of a sensitive and confidential nature.

Specific duties & responsibilities:

Provides administrative support to Department Leadership, to include maintaining schedules, arrange and prepare for meetings, preparation and editing of general correspondence, maintain minutes from meetings as required, prepare and maintain required reports, and process expense accounts/reimbursements. May be asked to support faculty members with the above activities as needed. Communicates effectively and maintain positive courteous, supportive, and professional working relationships with all levels of contacts; contributes to the customer service oriented atmosphere within the department to assist other functional areas when needed or requested. Assumes administrative tasks, special projects, ad hoc reports, budgets, billing, research data and other related activities. A high level of confidentiality and professionalism is required. Serves as main contact with staff and visitors for the Department Leadership, answers telephone, screens callers, takes messages or refers questions to the appropriate staff, and greet visitors; provides backup phone coverage for the office; schedules elaborate and detailed appointments. Prepares ISRs in SAP for position requisitions, promotions, terminations- including calculation of vacation payout, leave management, personnel record maintenance and supplemental pay. Acts as Department HR contact, assisting with FMLA processing, pay discrepancies and personnel hiring thru Success Factors. Acts as timekeeper for department by approving and monitoring personnel entries on E210, enters hours into SAP for hourly employees and submits ISRs for overtime for non-exempt staff. Submits supply orders, and invoices thru SAP, in accordance with JHU Policies. Manages the P-Card for the department in accordance with JHU policy for purchases and timely reconciliation. Maintains calendar, schedule appointments and meeting rooms; makes travel and accommodation arrangements and prepare expense and travel reports for visiting lecturers and job candidates. Composes, edits, types and distributes various form letters and correspondence; creates and maintains necessary files. Develops and maintains information to generate various reports on departmental safety and strategy projects. Creates tables, charts, graphs, and PowerPoint presentations as needed. Maintains project files; coordinates the receipt and processing of information for project management. Documents administrative systems through compiling and updating manuals, policies & procedures. Reconciles budgets and manage project budgets including but not limited to: Employee Recognition expenditures, Service Recovery Expenditures, budgets for department-wide events; and coordinates payroll functions. Prepares all reimbursements for department personnel, as well as non-Hopkins personnel in accordance with JHU policies. Makes all travel and accommodation arrangements for Department Leadership. Coordinates the servicing of office equipment as needed, and maintains and orders office supplies/equipment as necessary. Assists with planning and execution of meetings and training sessions as directed by the Department Leadership. Attends meetings to record decisions and action points as needed. Performs other duties as assigned by the Department Leadership.

Minimum qualifications (mandatory):

High School Diploma or GED. Five years progressively responsible administrative experience. Additional education may substitute for required experience to the extent permitted by the JHU equivalency formula.

Preferred qualifications: