This job has expired

Administrative Supervisor

Employer
Johns Hopkins University
Location
Maryland, United States
Salary
Salary Not Specified
Closing date
Aug 15, 2021

View more

Position Type
Faculty Positions, Business & Management, Management, Administrative, Academic Affairs, Faculty Affairs, Business & Administrative Affairs, Business & Administrative Support
Employment Level
Administrative
Employment Type
Full Time
You need to sign in or create an account to save a job.

Job Details

The Geriatrics Department seeks anAdministrative Supervisor who reports directly to and supports the Interim Director, Division of Geriatric Medicine and Gerontology and Sr. Administrative Manager. This position also supervises 4.5 Administrative Coordinators. The Administrative Supervisor works closely with the Director and Sr. Administrative Manager to ensure a smooth and efficient operation of the Director’s office and the Division’s administrative support team.

Specific Duties & Responsibilities:

This poisition is responsible for effective and efficient management of Interim Director's activities and maintaining/updating a complex calendar based on a thorough understanding of priorities, and internal and external relationships. Below is a list of required major duties and responsibilities performed on a regular and continuous basis:

  • Schedule meetings, as needed, with Department Chairs, Division Chiefs, Department Directors / Administrators, Hospital and University Presidents, Vice Presidents, CEO’s, and Principle Investigators.
  • Coordinate calendars with Hopkins leadership for yearly lectures, special events, donor meetings, etc.
  • Divisional Review: Prepare and distribute information requested by the DOM reviewers. Reserve room, AV equipment, prepares power point presentations, order refreshment, etc.
  • Scheduled yearly Faculty meetings. These meetings are held monthly. Meet with Director prior to meeting to discuss agenda, distribute agenda, attend meeting, transcribe and distribute minutes, reserve conference room. Provide follow-up action on items, assignments, tasks, etc. as discussed in meetings.
  • Schedule yearly weekly, bi-weekly, monthly meetings with Division Leaders key faculty.
  • Schedule meetings between Director and Dr. Mark Anderson.
  • Schedule monthly meetings between Director and Dr. Durso.
  • Responsible for scheduling and coordinating 30 annual faculty academic reviews with Director. Transcribe meeting review notes. Ensure that all documentation is sent to appropriate personnel adhering to deadline date.
  • Responsible for scheduling faculty mid-year reviews with Director if needed. Transcribe meeting review notes.
  • Work with Medical Training Program Administrator to schedule the following with Director: Fellows Professor Case Conferences, Beacham clinic, conference calls, fellowship applicants.
  • Schedule Fellows semi-annual reviews and career path meetings.
  • Work with other departments/divisions in scheduling faculty interviews.
  • Transcribe faculty offer letters.
  • Transcribe patient letters.
  • Responsible for coordinating Division retreats: calendars, date, time, location, supplies. Coordinates travel (both domestic and international) including air, train, hotel accommodations, special meal requirements, etc.
  • Visiting professors: Coordinate travel arrangements including air, train, and hotel accommodations. Prepare full day itinerary for meetings on both the Bayview and East Baltimore campuses. Interviews include Presidents and Vice Presidents of JHU, JHH, JHBMC, chiefs, faculty, directors, and hospital administrators. Arrange hotel accommodations, travel, escort services, lunch and any special needs during their visit.
  • Faculty recruitment: Coordinate travel arrangements including air, train, and hotel accommodations, if necessary. Prepare full day itinerary for faculty recruits to interview on both the Bayview and East Baltimore campuses. Interviews include Department Chairman, Presidents and Vice Presidents of JHU, JHH, JHBMC, chiefs, faculty, directors, and hospital administrators. Arrange hotel accommodations, travel, escort services, lunch and any special needs during their visit. Contact faculty and arrange dinner with faculty recruit.
  • Coordinate special events including receptions, dinners, and lectures for high profile faculty and guests. Assist in securing rooms, coordinate with caterers, printing services, other vendors and various Johns Hopkins personnel to ensure all details and requirements are met for a successful event.
  • Responsible for data base of Director’s expenses; i.e. day-to-day financial responsibilities such as online payments of invoices, honorariums, reimbursement for out-of-pocket expenses, travel, licenses, subscription renewals, dues, purchase orders, etc. for the University and Bayview Medical Center accounts. Electronically submit letters, articles, manuscripts with multiple references, book chapters which including merging of information with tables and graphs, coordination of information from off-site authors, conflict of interest statements, and copyright agreements for all submissions.
  • Coordinate weekly Geriatric Medicine Grand Rounds conference and responsible for learning the new Office of Continuing Medical Education (OCME) CloudCME. Responsible for following the OCME guidelines and collecting all information for CME credits. Maintain check list to see that all guidelines are followed. Responsible for finding a location. Contact and confirm speakers, request disclosures and objective statements, presentation titles, and PowerPoint presentations. Load presentations onto laptop. Set up and breakdown equipment. Send grand rounds announcement to, speaker, faculty, fellows, staff and guests.
  • Responsible for the annual Elizabeth L. Rogers, MD Visiting Lecture in Geriatric Medicine. This includes, but not limited to, the following: coordinating calendars with the Rogers’, Bayview and East Baltimore Hopkins Leadership, and potential speaker for date. Send Save the Date email to faculty, fellows, management, staff and leadership on both campuses announcing the speaker, date and title of talk. Also develop Itinerary, invitation, posters, and flyers announcing speaker’s name, title, and talk. Send this flyer to faculty, fellows, management, staff, and leadership on both campuses. Put up posters on Bayview and East Baltimore campuses. Contact appropriate departments to post lecture on plasma screens, broadcast emails, notice in Banner, etc. Keep track of lecture RSVPs. Have lecture videotaped and distribute link. Be available on site at lecture if speaker needs anything. If speaker is from out of town, make hotel and transportation arrangements. If there is a dinner or luncheon, coordinate who will be invited, contact caterer, send invitations, keep track of RSVPs, etc. Process honorarium and reimbursements.
  • Responsible for the annual Mason F. Lord Lecture. Coordinate calendar with Hopkins Leadership. Send email to faculty, fellows, management, staff, and leadership on both campuses announcing the speaker, date and title of talk. Also develop itinerary, invitation, posters, and flyers announcing speaker’s name, title, and talk. Send this flyer to faculty, fellows, management, staff, and leadership on both campuses. Put up posters on Bayview and East Baltimore campuses. Contact appropriate departments to post lecture on plasma screens, broadcast emails, notice in Banner, etc. Keep track of lecture RSVPs. Have lecture videotaped and distribute link. Be available on site at lecture if speaker needs anything. If speaker is from out of town, make hotel and transportation arrangements. If there is a dinner or luncheon, coordinate who will be invited, contact caterer, send invitations, keep track of RSVPs, etc. Process honorarium and reimbursements.
  • Responsible for the annual Karen A. Armacost Lecture in Geriatric Care. Send email to faculty, fellows, management, staff, and leadership on both campuses announcing the speaker, date and title of talk. Also develop itinerary, invitation, posters, and flyers announcing speaker’s name, title, and talk. Send this flyer to faculty, fellows, management and staff on both campuses. Put up posters on Bayview and East Baltimore campuses. Contact appropriate departments to post lecture on plasma screens, broadcast emails, notice in Banner, etc. Keep track of lecture RSVPs. Have lecture videotaped and distribute link. Be available on site at lecture if speaker needs anything. If speaker is from out of town, make hotel and transportation arrangements. If there is a luncheon, coordinate who will be invited, contact caterer, send invitations, keep track of RSVPs, etc. Process honorariums and reimbursements. Submit information to receive CME.
  • Responsible for the Mosaic Initiative Lecture. Send email to faculty, fellows, management, staff, and leadership on both campuses announcing the speaker, date and title of talk. Also develop invitation, posters, and flyers announcing speaker’s name, title, and talk. Send this flyer to faculty, fellows, management, staff, and leadership on both campuses. Put up posters on Bayview and East Baltimore campuses. Contact appropriate departments to post lecture on plasma screens, broadcast emails, notice in Banner, etc. Keep track of lecture RSVPs. Be available on site at lecture if speaker needs anything. Responsible for reception, coordinate who will be invited, contact caterer, send invitations, keep track of RSVPs, etc. Process honorarium and reimbursements. Submit information to receive CME.
  • Work with Division Assistant Administrator on faculty required information, i.e. physician license renewal, credentialing, etc.
  • SAP process of online payments of invoices, honorariums, reimbursement for out-of-pocket expenses, travel, licenses, subscription renewals, dues, purchase orders, etc. for the University and Bayview Medical Center accounts.
  • Responsible for maintaining division laptop, LCD projector, office supplies, purchase orders, copier and fax machines. Work with vendors on computer equipment, office furniture, office supplies, transcription machines, pre-printed clinical forms, etc.
  • Order business cards, stationary, and envelopes for Director.
  • Order office supplies.
  • Work with AGS, ADGAP, AFAR, GSA, and other organizations that the Director is involved with.
  • Transcribe letters, memos, patient letters, and confidential mentorship meetings. Fax clinical information as directed by Director.
  • Help patients with scheduling, getting prescriptions, fax orders, etc.
  • Responsible for maintaining all Division lists. Open and sort mail. Maintain confidential faculty files.
  • Answer phones, direct calls.
  • Maintain supply of Bayview and East Baltimore parking coupons for visitors.
  • Responsible for ordering kosher meals for meetings and events.
  • Responsible for updating plaques with lecture names and dates.

Credentialing:

    Responsible for new faculty appointment letters to DOM credentialing. Follow appropriate check list (Instructor, Assistant Professor, Associate Professor, and Professor). This is includes check list, transcribing letter, correct transmittal, CV in DOM format, EEO report, degree verification is needed, and working with faculty to ensure all information is complete before deadline date. Responsible for promotion appointment letters to DOM credentialing. Follow appropriate check list (Instructor, Assistant Professor, Associate Professor, and Professor). This is includes check list, transcribing letter, correct transmittal, CV in DOM format, and working with faculty to ensure all information is complete before deadline date. Responsible for full time faculty Reappointment Reviews. Includes letters, forms, faculty updated CV, and their annual review for submission to DOM credentialing. Responsible for part time faculty appointment/contact letters to DOM credentialing. Follow appropriate check list (Instructor, Assistant Professor, Associate Professor, and Professor). This is includes check list, transcribing letter, correct transmittal, CV in DOM format, degree verification if necessary. Responsible for in-putting correct information in faculty reappointment database.

Supervisor/Administrative Coordinator:

  • Supervise 4.5 administrative coordinators. Maintain their vacation/sick leave log. Sign off on E210s. Interpret and communicate operating policies; delegate, exercise independent judgment in the resolution of administrative problems.
  • Responsible for keeping track of four administrative coordinators annual P3 reviews. Includes initial goal setting meeting, mid-year review meeting, and final meeting. Email and compile comments from the faculty they support.
  • Work with DOM on progress meetings and annual review for 50% Sr. Administrative Coordinator.
  • Provide coverage for Medical Director when coordinator is absent.
  • Select and interview candidatesbefore scheduling them with faculty. During120 day probation period request from faculty how employee is doing. Address issues if necessary. Process 120 day review.
  • Responsible for arranging new faculty to have computer, office keys, phone, pager service. Services-Network setup, activate voice mail, complete payroll forms, perimeter access, parking and ID badge, mailbox, business cards and stationary.
  • Work closely with DOM Human Resources on hiring policies, benefits, payroll, terminations, etc.

Scope of Responsibility:

  • Knows the formal and informal departmental goals, standards, policies and procedures which may include some familiarity of other departments within the school/division.
  • Is sensitive to the interrelationship of both people and functions within the department.

Decision Making:

  • On a regular and continuous basis, exercises administrative judgment and assumes responsibility for decisions, consequences, and results having an impact on people, costs, and/or quality of service within the functional area.

Authority:

  • Directs the activities of five full-time staff with authority to hire, fire, and discipline.
  • Oversees individual employee development and training, and conducts performance appraisals.

Communication:

  • Exchanges non-routine information using tact and persuasion as appropriate requiring good oral and written communication skills.

Minimum Qualifications (Mandatory):

  • High School Diploma/GED
  • Five (5) years progressively responsible administrative experience.

Additional education may be substituted for years of related experience, to the extent permitted by the JHU equivalency formula. JHU Equivalency Formula: 30 undergraduate degree credits (semester hours) or 18 graduate degree credits may substitute for one year of experience. Additional related experience may substitute for required education on the same basis. 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 & Abilities:

    Requires a high level of ability to multi-task, maintain accurate calendar, prioritize, organize, attention to detail, manage daily work assignments, work closely with all departments and divisions on an executive and professional level, supervise, communicate effectively, and represent the Division in a positive light both internally and externally. Position also requires transcription skills. Use various software applications such as Microsoft Word, Microsoft Excel, Microsoft Outlook, Power Point, Start/Stop Program, Express Scribe Program and SAP.

This description is a general statement of required major duties and responsibilities performed on a regular and continuous basis. It does not exclude other duties as assigned.

Classified Title: Administrative Supervisor
Role/Level/Range: ATO 40/E/03/OF
Starting Salary Range:$41,638 - $57,221 annually (commensurate with experience)
Employee group: Full Time
Schedule:Monday - Friday 8:30am-5:00pm
Exempt Status: Exempt
Location:Johns Hopkins Bayview (working onsite required)

Department name: SOM DOM Bay Geriatric Medicine
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

Johns Hopkins Bayview


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
You need to sign in or create an account to save a job.

Get job alerts

Create a job alert and receive personalised job recommendations straight to your inbox.

Create alert