Administrative Program Coordinator

Johns Hopkins Oncology Patient and Family Services is seeking an Administrative Program Coordinator who will be responsible for providing full scope of administrative, budget and project management support to the Harry J. Duffey Family, Patient and Family Services Division, of the Sidney Kimmel Comprehensive Cancer Center. This role manages multiple JHH and JHU accounts, prepares monthly reports and fiscal year forecasting as well as manages and provides analysis and reports for department databases. Supports and provides leadership for multiple mission driven special events and projects.

SPECIFIC DUTIES AND RESPONSIBILITIES

• Resolve administrative issues for Patient and Family Services: Oncology Social Work, Oncology Chaplaincy, Living with Cancer Program, Hackerman-Patz Pavilion and other named programs.
• Process operational activities utilizing SAP: purchasing, invoice payment, reimbursements.
• Provide administrative support to 15+ employees overseen by Department Director.
• Responsible for data reporting to program donors.
• Responsible for data management and reporting within Patient and Family Services.
• Forecast and prepare annual budgets.
• Monitor, maintain and order small office equipment, office supplies.
• Maintain online and hard file systems.
• Provide support by monitoring expenses, performing basic monthly. reconciliation of accounts and processing routine financial transactions.
• Plan special events: Reserve space, set up/tear down, schedule catering, audiovisual set-up, invitations, coordination of travel for special guests i.e. hotel, flight, ground transportation, manage CEUs and marketing.
• Follow-up on inquiries by email and phone to ensure that all meetings/service requests are met in a timely and efficient manner.
• Manage scheduling for Director.
• Utilize sound judgment in scheduling appointments and meetings.
• Develop agendas, compile meeting materials.
• Serve as point of contact for the department.
• Field incoming calls and greet customers and provide timely triage to the appropriate clinician.
• Work with oncology public affairs to ensure marketing and social media presence.
• Work collaboratively with other JHH, JHU and oncology divisions.
• Monitor and process Kronos and E210 HR systems.

Education:

• Bachelor’s degree
• Three years administration experience as well as progressively responsible related experience.

Additional education may be substituted for experience, to the extent permitted by the JHU equivalency formula.

Special Knowledge, Skills, and Abilities

• Must possess strong attention to detail, and excellent organizational, time-management, customer service, and communication skills.
• Must be highly motivated and possess the ability to work both independently and as part of a team.
• Strong skills in verbal and written communications are required.
• Must demonstrate the ability to act proactively and independently, exercise good judgment, maintain confidentiality, and think creatively.
• Ability to work in a fast paced environment, ensuring deadlines are met as well as able to organize and track documentations for multiple projects.
• Must have good problem solving/critical thinking skills.
• Must be able to work in a health care setting and interface with distressed callers and emotionally upset customers.
• Knowledge of computer system applications.
• Preferable knowledge of SAP.

Classified Title:Administrative Program Coordinator
Role/Level/Range: ATP/03/PC
Starting Salary Range:$50,700 - $69,789 annually (commensurate with experience)
Employee group: Full Time
Schedule: Monday - Friday - 8am- 4:00pm / 37.50 hrs per week
Exempt Status: Exempt
Location: School of Medicine Campus
Department name: SOM Onc Patient and Family Svc SW
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