Administrative Coordinator

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 an Administrative Coordinator who will provide administrative support to the Division of Pulmonary and Critical Care Medicine core faculty. This is an entry-level position ensuring smooth functioning of administrative activities for multiple physicians/faculties within the Division. This role reports directly to the Administrative Manager for the Division and works closely with other members of the divisional administrative team. This position has responsibilities across the East Baltimore and Bayview campuses.

Specific Duties & Responsibilities

• Provide administrative support to multiple faculty in the Division of Pulmonary and Critical Care Medicine.
• Works with administrative team to assure the smooth functioning of the Division and may serve as backup on any of the campuses on which the Division spans.
• Develop and maintain working relationships across the institution (University, School of Medicine, and School of Public Health) to facilitate the work of the Division
• Understand the priorities and goals of the Division to accurately manage conflict-free electronic calendars for multiple meetings and manage frequent requests. Resolve scheduling conflicts. Rank and prioritize meeting requests and response times. Schedule meetings, make appropriate arrangements for meetings, independently compile and prepare materials, confirm meeting details and assist with communication and other details as needed.
• Make national and international travel arrangements for faculty and guests including transportation, lodging and registrations.
• Assist with composing and editing letters and correspondence for review, approval, and/or signature.
• Compile and prepare materials, confirm meeting details, and assist with communication and other details as needed. Understand the priorities and goals of the Division to accurately maintain calendars, coordinate meetings, schedule appointments, resolve scheduling conflicts, and prioritize requests.
• Assist faculty and staff in preparing and submitting manuscripts, reports and other publications.
• Demonstrate excellent skills and proficiency in the management of a multitude of demanding projects at any given time. Manage a wide range of projects, including administrative aspects of off-campus studies. Assist in the execution of a wide range of retreats, meetings and special events. Assist in the dissemination of materials to be used at those meetings and/or sent out via mail or electronic communications to the group, changing formatting based on needs.
• Provide AV technical assistance for the facility, including conference rooms.
• Provide front-office duties including screening of telephone calls, answering questions from faculty, students, and staff, distributing mail, providing information and guidance to visitors.
• Operate office equipment such as laptop computer, photocopier/scanner, tablets, fax machine, and calculator; coordinate the servicing of equipment; coordinate training of faculty and staff on new equipment; and assist staff and faculty in using core and advanced features of equipment, such as scanning features on copy machine.
• Perform account payable functions for the Division (online payment requests, POs, travel and expense reimbursements) and keep records of payments through the SAP system. Also, will order routine office supplies.
• Serve as back-up contact for all catering requests and represent the division to external vendors as required to ensure timely invoicing and payments.
• Maintain financial records of faculty expenses related to professional development.
• Serve as back-up contact for IT issues within the division. Assist with the creation and maintenance of administrative grant components including biosketches and other support documents
• Assist with the maintenance of the Curriculum Vitae in the Johns Hopkins format for supported faculty
• Other duties as assigned.

Special Knowledge, Skills, & Abilities

• Must be highly organized.
• Proficient use of electronic information systems such as the internet, email, and other electronic sources of information.
• Proficient in use of software applications including but not limited to Excel, Word, PowerPoint, Adobe, and Outlook.
• Proficient in use of financial software such as SAP.
• Demonstrated proficiency with office hardware (personal computer, USB drives and printers).
• Learn and use new programs and technologies to perform job.
• Act proactively and independently, exercise good judgment.
• Work with multiple interruptions and still stay on task.
• Communicate in a highly professional level - clearly, appropriately, and effectively with all levels.
• Have excellent administrative and organizational skills.

• Communicate with diverse groups and with professionalism and authority.

• Proof-read, prioritize, and handle multiple tasks.

• Set and meet deadlines.

Minimum Qualifications

• High School Diploma or graduation equivalent.
• Three years related experience.
• Additional education may substitute for required experience, to the extent permitted by the JHU equivalency formula.

Classified Title: Administrative Coordinator
Job Posting Title (Working Title): Administrative Coordinator
Role/Level/Range: ATO 37.5/02/OE
Starting Salary Range: $18.20 - $33.90 HRLY ($50,000 targeted; Commensurate with experience)
Employee group: Full Time
Schedule: Monday - Friday 8:30am to 5pm
Exempt Status: Non-Exempt
Location: Hybrid/School of Medicine Campus
Department name: ​​​​​​​SOM DOM Pulmonary
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 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.

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