Sr. Administrative Coordinator

The Department of Emergency Medicine is seeking aSenior Administrative Coordinator who will provide a high-level administrative support to the Director of the Center for Global Emergency Care and the Associate and Assistant Directors for the Johns Hopkins Center for Global Health as needed. This role will coordinate office services, administrative activities, manages, coordinates and stays informed of all projects assigned to the Director as well as their direct reports. Interprets operating policies; exercises independent judgment in resolution of administrative problems, often acting in the stead of the Director. Represents the Director as appropriate in communicating professionally with her peers, staff and external contacts to respond to questions, resolve administrative problems and issues, and gather data as needed. The administrative coordinator will be assigned to specific project that are supported by the above name centers.

Specific Duties & Responsibilities:

• MUST have ability to organize all facets of position. This includes electronic file organization.
• Conserves Director’s time by reading, researching, and routing correspondence; drafting letters and documents; collecting and analyzing information; initiating telecommunications.
• Maintains appointment schedules for specific project teams by planning and scheduling meetings, conferences, teleconferences and travel.
• Exercise independent judgment in prioritization of projects/events. Initiate, develop and prepares agendas; prepare and distributes materials. Provide follow-up information regarding committee actions and decisions.
• Provide administrative support as needed for all project specific meetings, i.e., tracks and assures assignments are on task, takes minutes, follow-up on action items etc.
• Assembles and categorizes facts and figures for written computation and calculations.
• Analyzes project practices such as record keeping systems, creating new systems or revising established procedures.
• Coordinates and implements office services such as purchasing, projects and budget accounting operations.
• Ensures operation of equipment by completing preventive maintenance; troubleshooting malfunctions, calling for repairs, space and furniture is always in a state of readiness.
• Interprets and communicates operating policies.
• Operates personal computer to access e-mail, electronic calendars and other office support software.
• Uses various software applications, such as spreadsheets, relational databases, and statistical packages and graphics packages to assemble, manipulate and/or format data and/or reports.
• Contributes to team effort by accomplishing related results as needed.
• Coordinate travel schedules for project teams, booking and hiring of venues for international workshops, management of travel reimbursement for research associates and students.
• Drafts reporting templates, and collates faculty information for grant/proposal submissions.
• Maintains communication with diverse stakeholders globally including trainees, mentors, and program staff.
• Develops learning plans, resource libraries, and other project materials as needed and in collaboration with other members of the team.
• Conduct literature searches to provide background information. Abstract and index information based on knowledge of subject matter.
• Coordinate internal and external communications activities about various research projects and programs.

Scope of Responsibility:

• Knows the formal and informal center goals, standards, policies and procedures which may include some familiarity of other departments within the school/division.
• Is sensitive to the inter-relationship of both people and functions within the department.

Decision Making:

• On a regular and continuous basis, exercises administrative judgment and assumes responsibility for decisions, consequences, and results having an impact on people, costs, and/or quality of service within the functional area.

Communication:

• Exchanges non-routine information using tact and persuasion as appropriate requiring excellent oral and written communication skills.

Minimum Qualifications (Required):

• High School Diploma/GED
• Five (5) years progressively responsible administrative experience

Additional education may substitute for required experience, to the extent permitted by theJHU equivalency formula.

Preferred Qualifications:

• Bachelor's Degree.

Technical Qualifications/Specialized Certifications:

• Skilled level of competencies in Word, Excel, PowerPoint, and Outlook software.
• Proficient at SAP system preferred.

JHU Equivalency Formula: 30 undergraduate degree credits (semester hours) or 18 graduate degree credits may substitute for one year of experience. 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: Sr. Administrative Coordinator
Working Title: Center for Global Emergency Care - Sr. Administrative Coordinator
Role/Level/Range: ATO 40/E/03/OF
Starting Hourly Pay Rate Range:$20.02 - $27.51/hr (commensurate with experience)
Employee group: Full Time
Schedule:Monday - Friday, 8:30AM-5PM
Exempt Status: Non-Exempt
Location:School of Medicine Campus
Department name: ​​​​​​​SOM Em Med General Administration
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 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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