Sr. Administrative Coordinator

Location
Maryland, United States
Salary
Salary Not Specified
Posted
May 24, 2021
Employment Level
Administrative
Employment Type
Full Time

General summary/purpose:Provide administrative support to director’s office, divisions, and faculty and staff as required for the Department of Anesthesiology and Critical Care Medicine. Serve as a floater when other administrative coordinators within the department are out of the office due to extended leave or other circumstances.

Specific duties & responsibilities:

  • Provide administrative support to director’s office, divisions, division chiefs, faculty, and staff
  • Assist in managing daily calendar management by scheduling meetings, appointments, and travel as assigned
  • Provide assistance with coordinating large meetings and standing committees as requested
  • Coordinates the travel arrangements and expense reimbursements for Grand Rounds guest lecturers by creating itineraries, securing venues, contracting catering, coordinating hotel and travel, processing reimbursements and payment of honoraria
  • Coordinate travel for faculty candidates by scheduling transportation, reimbursing expenses, scheduling interviews, planning itineraries and hosting guests upon arrival
  • Assist with coordinating complex projects such as department or divisional events and celebrations
  • Process vendor bills for Director's office using SAP financial management system
  • Prepare and format routine correspondence for the administrative team
  • Manage office filing system by updating file directories and keeping files neatly organized to ensure the expeditious retrieval of information
  • Mail distribution, inter-departmental, USPS, FedEx, and UPS parcels as needed
  • Screen and triage incoming mail and phone calls
  • Maintain ACCM conference room scheduling, room reservation requests, and set up teleconference and audiovisual connections as requested
  • Research and assemble materials for presentations and departmental projects
  • Prepare shopping carts, purchase orders, travel reimbursements, and online check requests
  • Orders office supplies and equipment in accordance with JHU procurement policies and procedures. Anticipates office supply needs and processes the necessary purchase orders.
  • Oversees the department and divisional radiation badges process as assigned. Distribute radiation badges to designated personnel to disseminate and collect on a quarterly basis.
  • Review financial reports (i.e. YPA accounts and Divisional spending) on a monthly basis for the Division Chief and faculty members.
  • Work in clinical scheduling systems as assigned.
  • Provides orientation/onboarding of new faculty members within the division. This includes coordinating with HR, Finance, and Credentialing office
  • Orders pagers and supply replacements as necessary
  • Order lab coats for new faculty and replacements as requested
  • Order business cards and stationery as requested
  • Manage and organize administrative requirements for Quality Assurance (QUAC) for the divisions to include transcription of minutes. Provide information to the appropriate office within the department.
  • Provide back-up coverage within the department when other administrative coordinators are out of the office due to extended leave (FML, vacation, etc.) or other circumstances
  • Maintain a high degree of customer service excellence in a highly confidential environment.
  • Assist with the completion of documentation for appointments, reappointments, promotions, nominations, sabbatical leaves, absences, and other administrative forms for the Division Chief and faculty members
  • General administrative duties to include, but not limited to scanning, copying, sorting mail, office and kitchen/control center supplies, triaging phone calls, and greeting and assisting visitors.
  • Other duties as assigned
  • Minimum qualifications (mandatory):

    • High School Diploma/GED with 5 years progressively responsible administrative experience.
    • Experience working with various software applications.
    • Managing multi-line phones.
    • Additional education may substitute for required experience, to the extent permitted by the JHU equivalency formula.

    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
    Employee group: Full Time
    Schedule: M-F, 8:30-5PM
    Exempt Status: Non-Exempt
    Location: 04-MD:School of Medicine Campus
    Department name: 10002716-SOM Ane General Administration
    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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