Sr. Administrative Coordinator

Location
Maryland, United States
Salary
Salary Not Specified
Posted
May 12, 2021
Employment Level
Administrative
Employment Type
Full Time
General summary/purpose:

Reporting to the Division Ambulatory Services Manager, the Sr.Administrative Coordinatorwillprovidecomplexadministrativeandprojectsupport to Divisional leadershipfor theDepartmentofMedicine,Division ofInfectiousDiseases for Johns HopkinsHospital(JHH)andThe Johns Hopkins University (JHU).Representsthe Divisionasappropriateincommunicatingprofessionally withfaculty,administrators,staff,andexternalcontactstorespondtoquestions,resolveadministrative problemsandissues,andgatherdataasneeded. Interpretsoperatingpoliciesof the UniversityandtheHospital.Exercisesindependentjudgmentin theresolutionofadministrative problems.

Specific duties & responsibilities:


  • Provideshigh-leveladministrative supportforthe Division ofInfectiousDiseasesfor the JHU/JHHDivisionalleadership, including the Clinical Chief. Manages high-levelprojects in theDivisionofInfectiousDiseases.
  • Maintains multiple clinical calendars/schedules, makes complex travel arrangements, processes travel and expense reimbursements, arranges and prepared for meetings, takes, distributes, and maintains minutes of meetings, prepares and edits general correspondence and required reports, and maintains confidential information and files.
  • Coordinatesmajor divisionalactivitiesandsocialeventsincludingdevelopingprogramagendas,schedulingspeakers,producingpublication materials,andmanagingcommunications.
  • Coordinatesandoverseesmultipleprojects(i.e.,telephone costreductionproject)including reviewofall costsincurred,equipment andservicesneed in order toreduce costsandincreaserevenuefor theDepartment.

    Coordinateson-boardingofnewstaffhiresto includesettingup workarea,orderingbusinesscards, ordering lab coats,addingemployeeto relevant lists(copier,e-mail,etc.), ordering technologyequipment(computer, phones,etc.)andsoftware.

    Coordinatesandoverseeslogisticsforrenovationofoutpatientfacilitiesandlaboratoriesandrelocationof facultyandstaff intorenovatedfacilities.

    Coordinatesfaculty annualreviewprocessandDivisionalreviews(schedulesmeetingswithDirector,distributesreviewdocuments, obtains necessarysignatures,tracksdata).

    Coordinatesfaculty reappointmentsandpromotionsprocess(tracksappointment andpromotiondates,updates/formatsCV,prepareslettersofrecommendationforreview,preparespacketsfor submission tocommittee andBoard,tracksrequests,responds torequestsforadditionalinformationin a timelymanner).

    Triagescomplaintsandrequestsdirectedto theDirectorandhandles themaccordingly.DirectstheserequeststomanagersandAdministratorifnecessary.

    Providesadministrativesupportasneededfor variousDepartmentalexecutivecommittees.This includes preparing agendas,preparingmeeting materials, takingdetailedminutes,andotherdutiesasneeded.

    WorkswithSOMDesignandConstructionOfficetomaintainspacedatabase forIDDivision. AssistsAdministratorwithspaceallocationandspace moves.

    AssistsResearchAnalysts incarrying outadministrativetasks necessary for smoothoperationof grantsandprojects.

    Usesthenetworkanda variety ofsoftwareprograms tocreateandorganizequalitygraphs,charts,technicaldocuments,tables,spreadsheets,manuscripts, and requiredreports.

    Preparesexecutive-levelreports for uppermanagement.Produces multiplereportsandsummariesas assigned andrequested.

    Composesand/orpreparesdocumentsforcontent,quality,andstyle, turningroughdrafts into sound finisheddocuments.

    Prioritizestelephone messages.Triagesanddirectscallsandmessagescoming into theDivisionalOffice andhandlesasappropriate.

    Coordinatesdaily,weekly,monthly,andannualcalendarsforDirectors, especially the Clinical Chief,andAdministrator. Exercises independentjudgmenttorankandprioritize meetingrequestsandtime lines.

    Coordinatesnationalandinternationaltravelfor faculty, including complex travel plans.

    Exercisesindependentjudgmentin prioritizing meetingschedulesandpreparing timelines.Initiates,developsandpreparesagendas,preparesanddistributesmaterials.Provides follow-upinformationregarding committeeactionsanddecisions.Maintainsrecordsvia compilation of the minutes ofmeetings,prepareshandbooksandproceduresmanuals.

    Tracksfilingandcorrespondence. Maintainsconfidentiality ofdocumentsandfiles.

    Greetandassistsvisitors.

Education:

    HighSchoolDiploma orGEDrequired. Bachelor’s degree preferred.

Experience:

    Fiveyearsprogressivelyresponsibleadministrative experiencerequired. Additionaleducationmay substituteforrequiredexperience,to the extentpermittedbythe JHU equivalency formula. 30undergraduatedegree credits(semesterhours) or 18graduatedegreecreditsmaysubstituteforoneyearofexperience.Additionalrelatedexperiencemaysubstituteforrequirededucationon thesamebasis.Forjobs where equivalency is permitted, up to twoyearsofnon-relatedcollege course work maybeappliedtowards thetotalminimumeducation/experience requiredfor therespectivejob.
SpecialKnowledge,Skills,andAbilities:
    Proficiency in MS Word,Excelspreadsheets,PowerPointpresentations,e-mailcommunications,electronic calendaring,transcription,excellentspellingandgrammar,excellentinterpersonalandorganizationalskills, ability to handle multiplecomplicatedtasks,prioritizationskills. Ability tooperatePCs,printers,faxes,copiers,shredders,scanners,andmulti-linephone system. Musthavethe ability tocoordinatemulti-facetedtypesofwork.Excellenttyping,communication andmedicalterminology skillsare necessary. Relatedworkexperienceinmedicalfield. Excellentorganizationaland multi-tasking skills. Thisisa highly visible position in the Division suite. Wedesireaprofessionalindividualwith goodjudgmentandtheabilitytoremaincalmin stressfulsituations.

Classified Title:Sr. Administrative Coordinator
Working Title: Sr. Administrative Coordinator
Role/Level/Range: ATO 40/E/03/OF
Starting Salary Range:$19.82 - $27.27; commensurate with experience
Employee group: Full Time
Schedule: M-F 8:30am-5pm
Exempt Status: Non-Exempt
Location: 04-MD:School of Medicine Campus
Department name: 10002813-SOM DOM Infectious Disease
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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