Sr. Administrative Coordinator

General Summary:

Provide high level administrative support to the Chair of Department of Surgery at Johns Hopkins Bayview Medical Center and Bayview Surgery Administrator.

Duties and Responsibilities:

Administrative Responsibilities:

Prepare the director for important meetings, presentations, and discussions by gathering critical information on issues. Prepare necessary reports and briefings as necessary. Prepares agendas, itineraries, coordinate meetings (working with A/V, booking rooms, booking travel) Ensure that the Director is fully prepared for meetings and appearances by coordinating, collecting and providing materials to participants in a timely fashion. Manage and complete extensive planning to ensure positive outcome on all project work. Assist with recruitment visits –Handle all travel and logistics, as well as planning a full day of meetings/interviews Anticipate and problem-solve issue and concerns that will impact the director, division and department Assist with divisional invoices Assist in the ordering of office supplies for office, and as requested by affiliate offices within our division Participate in the preparation of the medical records or research documentation, budget, administrative, and regulatory documents for patient records, grant proposals, clinical or research protocols, and/or contractual agreements. Manage the Director’s electronic calendars for multiple meetings and manage frequent requests. Provide support for the Director’s activities with national societies, research projects, and scholarly publications and presentations, serving as a liaison between department and vendors, other departments, and outside organizations. Support includes, managing references, maintenance of a list of continuing medication education (CME) activities and maintenance of a current curriculum vitae (CV).Manages M & M CME activities including annual application, weekly mtgs/agendas an EOY documentation. Develop or revise filing system to maintain academic, administrative, donor, VIP and 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 payment of honoraria for guest lecturers as well as developing itineraries for guests/potential faculty recruits Work on special projects as requested. Helps coordinate and document management, narrative and statistical reports for private and government agencies. Grant preparation, including NIH grant applications or other funding grants. Compile data for preparation of various periodic ad hoc reports Relay messages and greet visitors to the Division Make travel and accommodation arrangements for the Director and visitors Renew licenses and memberships for the Director as needed. Prioritize workloads as needed to meet competing deadlines Perform other duties and special projects as assigned 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 (provided) to access email, electronic calendars, and other basic office support software. SAP transactions including order of supplies (Shopping Cart). 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, contacts for research, and clinical consultation, international contacts for teaching and travel. Machines and/or equipment used on the job include a PC, laptop, phone, fax, copier, scanner, printer, LCD projector, and transcription equipment Needs to know the campus locations, travel to many buildings to deliver documents and important materials each day.

Medical Student Responsibilities:

• Coordinate Medical Students JHBMC Rotation Conduct clerkship orientation
• Prepare clerkship materials (JHBMC related information)
• Assign lockers, meal tickets, parking, wireless access, scrub machine and Meditech access Create Bayview rotation schedule for general surgery Serve as liaison for subspecialties (ENT, Plastics, Ortho, Neurology, and Urology)
• Serve as a liaison between subspecialties and clerkship director Manage and schedule weekly curriculum.
• Maintain student attendance records.

Resident Responsibilities:

• Coordinate Residents JHBMC Rotation
• Coordinate annual intern orientation
• Arrange speakers based on prior intern/faculty feedback
• Obtain accurate documentation for 35+ new rotating interns
• Coordinate monthly rotation orientation • Maintain monthly distribution lists and relay pertinent information
• Assign parking, mealallowance, scrub machine, and Security
• Manage and schedule weekly resident lecture curriculum
• Assist in recruiting faculty to teach
• Send out weekly reminders to residents and faculty of teaching conferences
• Maintain resident attendance records
• Maintain on-call rooms and resident lounge
• Ensure cleanliness and adequate supply of clean linen, lockers, adequate supplies
• Process work orders to maintain a healthy environment
• Resident conferences
• Track attendance for SCOPE lecturers
• Communicate detailed instructions to residents
• Maintain 6Surg provider work room
• Serve as a liaison between chief residents and chairman/ program director for issues/concerns

Reports to: Dr. Thomas Magnuson and Susan Press

Education,Experience,Special Knowledge, Skills, and Abilities:

• 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. *

Special Knowledge, Skills, and Abilities

• Requires experience using Microsoft office suite applications.

• KnowledgeofSAP system, New Innovations, QGENDA preferred.
• Musthavestrong organizational skills, ability to complete tasks,bedetail oriented, and have the ability to work with minimal supervision.

**Final candidate for this position may be required to complete a skills assessment appropriate to position description.

Classified Title:Sr. Administrative Coordinator
Working Title: Sr. Administrative Coordinator
Role/Level/Range: ATO 40/E/03/OF
Starting Salary Range:$19.82 - $27.26; Commensurate with experience
Employee group: Full Time
Schedule: M-F, 8 - 5
Exempt Status: Non-Exempt
Location: 33-MD:Johns Hopkins Bayview
Department name: 10003178-SOM Sur Bay Gen Surgery BMC
Personnel area: Johns Hopkins Bayview Med Ctr

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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