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Sr. Administrative Coordinator

Employer
Johns Hopkins University
Location
Maryland, United States
Salary
Salary Not Specified
Date posted
Nov 18, 2022
The Division of Hematology in the Dept. of Pediatrics is seeking a Sr. Administrative Coordinator to provides complex administrative and project support to the Division. The successful candidate will provide a range of administrative support to higher-level administrative staff and assists the Division Leadership with daily administrative operations and will also play a support role for other division leaders and faculty. this position will perform duties of a sensitive and confidential nature. The Sr. Administrative Coordinator will be responsible for scheduling complex appointments and meetings, preparing meeting and travel materials, preparing correspondence, compiling data, answering telephones, and special projects including grant submissions and records maintenance.

Specific Duties & Responsibilities

  • Provides administrative support to Division Leadership, to include maintaining schedules, arrange and prepare for meetings, preparation and editing of general correspondence, maintain minutes from meetings as required, prepare and maintain required reports, and process expense accounts/reimbursements.
  • Communicates effectively and maintain positive courteous, supportive, and professional working relationships with all levels of contacts. contributes to the customer service-oriented atmosphere within the Division to assist other functional areas when needed or requested.
  • Assumes administrative tasks, special projects, ad hoc reports, budgets, billing, research data and other related activities. A high level of confidentiality and professionalism is required, as well as the ability to work effectively in close coordination with the division director.
  • Coordinates weekly Continuing Medical Education (CME) conference for pediatric hematology, assisting with applications for and maintenance of CME requirements, including issuing weekly meeting invites and submit updated weekly information on the CME website to include the presenter, disclosure, and CME notice.
  • Serves as main contact with staff and visitors for the Division Leadership, answers telephone, screens callers, takes messages or refers questions to the appropriate staff, and greet visitors; provides backup phone coverage for the office; completes SAP forms for position requisitions; schedules elaborate and detailed appointments.
  • Coordinate and schedule annual visiting professorship in pediatric hematology including hotel accommodation for professor, dinner with faculty, luncheon with faculty, fellows, and residents, and reimbursement for all expenses incurred by professor, such as travel. Communicate the schedules for all talks to all participants.
  • Maintains calendar for the division chief, schedules appointments and meeting rooms, makes travel and accommodation arrangements and prepare expense and travel reports. Maintains correspondence log by checking email and voicemail.
  • Schedule three weekly virtual divisional meetings and communicate Zoom link with all participants. Schedule additional virtual meetings as needed.
  • Enters in Kronos system the weekly time for selected personnel, maintain time in E210.
  • Composes, edits, types and distributes various form letters and correspondence, creates and maintains necessary files, orders supplies as needed.
  • Develops and maintains information to generate various reports on departmental safety and strategy projects.
  • Creates tables, charts, graphs, and PowerPoint presentations as needed.
  • Maintains project files, coordinates the receipt and processing of information for project management.
  • Documents administrative systems through compiling and updating manuals, policies & procedures.
  • Reconciles budgets and manage project budgets including but not limited to Administrative Book Fund, Employee Recognition expenditures, Service Recovery Expenditures, budgets for department-wide events; and may coordinate payroll functions.
  • Review and pre-certify effort reports for division.
  • May prepare all reimbursements for Division Leadership.
  • Makes all travel and accommodation arrangements for Division Leadership.
  • Coordinates the servicing of office equipment as needed, and maintains and orders office supplies/equipment as necessary.
  • Assists with planning and execution of meetings and training sessions as directed by the Division Leadership.
  • Attends meetings to record decisions and action points.
  • Coordinates rotations for trainees from within and outside of Hopkins.
  • Performs other duties as assigned by the Division Leadership.


Special Knowledge, Skills & Abilities

  • Excellent typing and accuracy skills.
  • Ability to operate a fax, copier, scanner, desktop computer, laptop computer, personal digital assistant, and a telephone.
  • Proficiency with personal computers. Demonstrated knowledge of Windows, MS Word, Word Perfect, graphics and presentation software.
  • Adapts to changes in office technology and software to ensure efficient office practices.
  • Excellent verbal and written communications skills.
  • Strong organizational skills.
  • Independent worker who is flexible, motivated and able to handle multiple tasks; self- starter with people skills.


Minimum Qualifications
  • High School Diploma or graduation equivalent.
  • Five years progressively responsible administrative experience.
  • Additional education may substitute for required experience, to the extent permitted by the JHU equivalency formula.


Preferred Qualifications
  • Bachelor's Degree.

Classified Title: Sr. Administrative Coordinator
Role/Level/Range: ATO 40/E/03/OF
Starting Hourly Pay Rate Range: $20.40-$28.00-$35.70/ Commensurate with Experience
Employee group: Full Time
Schedule: M-F, 40hrs/wk
Exempt Status: Non-Exempt
Location: School of Medicine Campus
Department name: SOM Ped Hematology
Personnel area: School of Medicine

Total Rewards
The referenced salary range is based on Johns Hopkins University’s good faith belief at the time of posting. Actual compensation may vary based on factors such as geographic location, work experience, market conditions, education/training and skill level. Johns Hopkins offers a total rewards package that supports our employees’ health, life, career and retirement. More information can be found here: https://hr.jhu.edu/benefits-worklife/

Please refer to the job description above to see which forms of equivalency are permitted for this position. If permitted, equivalencies will follow these guidelines:


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.

**Applicants who do not meet the posted requirements but are completing their final academic semester/quarter will be considered eligible for employment and may be asked to provide additional information confirming their academic completion date.


The successful candidate(s) for this position will be subject to a pre-employment background check.

The Johns Hopkins University values diversity, equity and inclusion and advances these through our key strategic framework, the JHU Roadmap on Diversity and Inclusion.

Equal Opportunity Employer

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.

EEO is the Law
Learn more:
https://www.eeoc.gov/sites/default/files/migrated_files/employers/poster_screen_reader_optimized.pdf

Accommodation Information

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 Talent Acquisition Office at jhurecruitment@jhu.edu. For TTY users, call via Maryland Relay or dial 711. For more information about workplace accommodations or accessibility at Johns Hopkins University, please visit accessibility.jhu.edu.

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. 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 campus. 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.

Note: Job Postings are updated daily and remain online until filled.


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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