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CO Sr. Administrative Coordinator

Employer
Johns Hopkins University
Location
Maryland, United States
Salary
Salary Not Specified
Posted Date
Sep 20, 2023

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Position Type
Administrative, Academic Affairs, Research Administration, Business & Administrative Affairs, Business & Administrative Support
Employment Level
Administrative
Employment Type
Full Time
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Johns Hopkins, founded in 1876, is America's first research university and home to nine world-class academic divisions working together as one university.

We are seeking aCO Sr. Administrative Coordinator who will serve as assistant to the Chief of the Cornea Division, Department of Ophthalmology. Manage calendars and scheduling related to academic, administrative, and research matters. Schedule meetings with faculty, support staff, and visitors. Work independently and exercise independent judgment in resolution of administrative problems. Serve as an administrative resource for the Cornea Division. Adapt to changes in technology and software to ensure efficient office function. Perform duties of possible personal or confidential nature.




Specific Duties & Responsibilities

  • Provide administrative support to Chief of the Cornea Division and additional faculty members, as needed.
  • Manage calendar and schedule appointments and conference rooms, in person and virtual, for Chief of the Cornea Division and other faculty and business partners as assigned.
  • Resolve scheduling conflicts and prioritize meeting requests.
  • Coordinate travel arrangements for Chief and research team and process subsequent travel expense reimbursements and budget reconciliation.
  • Submit grant applications and study proposals for Chief and post-doctoral research fellows.
  • Communicate with Finance Administration staff and Office of Research Administration regarding processing of grant applications and study proposals.
  • Maintain and update records for approved grants and funded studies.
  • Submit monthly account reconciliation for sponsored accounts consistent with university policy.
  • Review and certify effort forms for research team and clinic staff and submit corrections as needed.
  • Assist in the purchase of materials and supplies for research laboratory.
  • Monitor procurement card purchases and reconcile on a bi-weekly basis.
  • Attend bi-monthly Finance Administration meetings and other scheduled finance training sessions.
  • Submit post-doctoral research fellow and observer applications.
  • Communicate with credentialing coordinator, international office, and Registrar’s office regarding fellow and observer applications, visa status, and housing.
  • Coordinate recruitment of new faculty and with Wilmer Credentialing the hiring process for new faculty.
  • Communicate with Cornea faculty to schedule annual faculty evaluations and assemble required documents.
  • Schedule monthly Cornea faculty meetings and prepare agenda and materials for review.
  • Assist with coordination of faculty and staff activities and seminars.
  • Handle confidential and time-sensitive materials related to Cornea Division faculty and fellows.
  • Assist with Cornea Fellowship coordination.
  • Compose and send out weekly clinical and surgical assignment schedules.
  • Oversee clinic and surgery schedules to ensure post-op appointments are scheduled as necessary.
  • Check epic in-basket messages throughout each day for messages related to Division Chief’s patients and address as needed.
  • Provide support to back office and front desk as needed.
  • Operate personal computer to access e-mail, electronic calendars, and other basic office support software.
  • Use various software applications such as spreadsheets and databases to assemble and format data and/or reports, using knowledge of scientific, medical, literary, or other technical terms.
  • Type routine correspondence and reports.
  • Operate office equipment such as photocopier, fax machine, and calculator; coordinate the servicing of equipment.
  • Answer telephone, screen calls, relay messages, and greet visitors.
  • Other duties as assigned.


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
  • Knowledge of medical insurance and/or medical terminology.
  • Excellent analytical and communication skills in addition to patience and fortitude.

Classified Title: Sr. Administrative Coordinator
Job Posting Title (Working Title): CO Sr. Administrative Coordinator
Role/Level/Range: ATO 37.5/03/OF
Starting Hourly Pay Rate Range: Min $21.00 - Max $36.50 HRLY ($32.63 hour targeted; Commensurate with experience)
Employee group: Full Time
Schedule: Monday-Friday, 8:00 am - 4:30 pm
Exempt Status: Non-Exempt
Location: School of Medicine - East Baltimore Campus
Department name: 10002992-SOM Oph Anterior Segment
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. The COVID-19 vaccine does not apply to positions located in the State of Florida. 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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