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Sr. Adminstrative Coordinator

Employer
Johns Hopkins University
Location
Maryland, United States
Salary
Salary Not Specified
Date posted
Mar 20, 2023

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Position Type
Administrative, Business & Administrative Affairs, Business & Administrative Support
Employment Type
Full Time
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The department of Psychiatry and Behavioral Sciences is seeking aSr. Administrative Coordinatorto provide complex administrative support, project support, and financial support to the Administrative Offices. Responsibilities include making decisions with established guidelines; communication with physicians and staff, including outside physicians and institutions; developing and maintaining positive working relationships with all contacts; coordinating appointments including standing committees, meetings, and patient/research scheduling.

Specific Duties & Responsibilities



Administrative

  • Provide secretarial and administrative support to Administrative Offices.
  • Use established guidelines to develop and coordinate complex and key administrative projects.
  • Monitor, evaluate, and implement business practices and procedures to support day-to-day operational needs.
  • Facilitate programmatic activities such as committee meetings, seminars, retreats, etc.
  • Maintain office operations and makes suggestions for improvements.
  • Develop and recommend administrative processes and procedures to assure efficiency.
  • Establish and maintain an organized filing system according to office procedures to ensure the expeditious retrieval of information.
  • Maintain calendar based on knowledge of goals and priorities, schedule appointments, arrange meetings, and make travel arrangements as needed.
  • Draft, prepare, proofread, and/or edit correspondence reports and presentations, and creates basic original correspondence in response to letters and emails for review and signatures.
  • Coordinate faculty functions (lunches, holiday parties).
  • Screen and triage incoming mail and phone calls; Interact with families as needed.
  • Provide coverage for administrative office as needed prescription line, clozapine report, and SAP ordering.



Financial Responsibilities

  • Review and reconcile sponsored and non-sponsored expense statements, monitor monthly expenditures, and gathers supporting documentation for supervisors' review and approval.
  • Prepares shopping carts, travel reimbursements, online check requests, eforms, and cost transfers.
  • SAP processing, ordering office supplies as directed; processing invoices for payments, and checking travel requests for reimbursements.

Technical Knowledge

  • Knows the formal and informal departmental goals, standards, policies, and procedures, which may include some familiarity with other departments within the school/division.
  • Knowledge and compliance with HIPAA rules and regulations in the dissemination of patient Protected Health Information (PHI).

Service Excellence

  • Customer Relations
  • Self-Management
  • Teamwork
  • Communications
  • Ownership/Accountability
  • Continuous Performance Improvement

Special Knowledge, Skills, & Abilities

  • Exchanges non-routine information with discretion.
  • Must possess good written and oral communication skills.

Technical Qualifications or Specialized Certifications

  • EPIC
  • MS Office

Physical Requirements

  • Able to sit in a normal seated position for extended periods of time.
  • Able to reach by extending hand(s) or arm(s) in any direction.
  • Finger dexterity required, able to manipulate objects with fingers rather than the entire hand(s) or arm(s), e.g., use of a computer keyboard.
  • Able to communicate using the spoken and written word.
  • Able to see within normal parameters and to hear within normal range.
  • Able to move about.
  • Able to lift a minimum weight, of 10 lbs.


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.

Classified Title: Sr. Adminstrative Coordinator
Role/Level/Range: ATO 40/E/03/OF
Starting Hourly Pay Rate Range: $20.40-$35.70 ($58,240 budgeted; Commensurate with experience)
Employee group: Full Time
Schedule: M - F 8:30am - 5:00pm
Exempt Status: Non-Exempt
Location: School of Medicine Campus
Department name: ​​​​​​​SOM Psy General Psychiatry
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. Johns Hopkins is committed to hiring individuals with a justice-involved background, consistent with applicable policies and current practice. A prior criminal history does not automatically preclude candidates from employment at Johns Hopkins University. In accordance with applicable law, the university will review, on an individual basis, the date of a candidate’s conviction, the nature of the conviction and how the conviction relates to an essential job-related qualification or function.

The Johns Hopkins University values diversity, equity and inclusion and advances these through our key strategic framework, theJHU 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 atjhurecruitment@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 visitaccessibility.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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