Administrative Coordinator

IT@JH Digital Healthcare Solutions is seeking an Administrative Coordinator.

Specific Duties & Responsibilities:

• Serves as primary administrative support.
• Screens and triages all incoming visitors and communications (telephone, voicemail, e-mail, paper mail, faxes, etc.) in an efficient and organized manner.
• Directly handles routine communications and those which do not require elevation to the management team.
• Manages the daily calendar for management team by scheduling meetings, appointments and travel. Proactively manages and resolves calendar conflicts.
• Uses judgment to prioritize demands for time.
• Interprets operating policies and exercises and maintains confidentiality.
• Greets and communicates with all levels of internal and external academic leaders, important donors, alumni, guests, faculty, students, staff, and administrators.
• Responds to basic inquiries by answering them directly or redirecting them to appropriate person.
• Supports and staffs high level committees and task forces initiated by leadership, including high level search committees.
• Coordinates special strategic projects when needed.
• Assists and supports leadership in preparation of materials, including by not limited to, presentations, documents, and spreadsheets.
• Responsibilities also include office communications such as letters, e-mail, and other forms of communication to key stakeholders and external constituents.
• Regularly drafts, proofreads, and edits confidential, sensitive information. Analyzes and compiles appropriate data when needed.
• Conducts related research and creates original content for review by management team.
• Organizes and coordinates large-scale meetings and other events including mailing invitations from different databases, tracking and reporting responses, and handling other event details such as catering, location and program compilation.
• Coordinates office services such purchasing supplies, copying, distributing information, and reconciling travel and expense reporting
• Performs administrative tasks in applications that support the management group.
• Additional duties as assigned.

Minimum Qualifications (Mandatory):

• HS Diploma/GED.
• Three years of progressively responsible related administrative experience required.
• Additional education can substitute for some experience.

Special Knowledge, Skills & Abilities:

• Demonstrated computer proficiency in word processing, presentation software (Word, PowerPoint, Excel, Outlook) and browsers/internet.
• Excellent communication skills and skills related to project organization, decision-making and attention to detail.
• Must be a team player with the ability to work independently.
• Strong organizational skills, time management, interpersonal (both verbal/written) and administrative skills.

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 the 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.

Classified Title: Administrative Coordinator
Role/Level/Range: ATO 40/E/02/OE
Starting Salary Range: $17.42 - $23.95/hr (commensurate with experience)
Employee group: Full Time
Schedule: Mon-Fri 9am-5:30pm
Exempt Status: Non-Exempt
Location: School of Medicine Campus
Department name: ​​​​​​​IT@JH Digital Healthcare Solutions
Personnel area: University Administration

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.

Johns Hopkins has mandated COVID-19 and influenza vaccines, as applicable. Exceptions to the COVID and flu vaccine requirements may be provided to individuals for religious beliefs or medical reasons or because the individual is pregnant or attempting to become pregnant. Requests for an exception must be submitted to the JHU vaccination registry. For additional information, applicants for SOM positions should visit https://www.hopkinsmedicine.org/coronavirus/covid-19-vaccine/and all other JHU applicants should visit https://covidinfo.jhu.edu/health-safety/covid-vaccination-information/.

The following additional provisions may apply depending on which campus you will work. Your recruiter will advise accordingly.

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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