Sr. Administrative Coordinator

Develop administrative processes and workflows to support the newly established clinical excellence promotion committee.
• Process, manage, and track promotion/appointments applications to the APPC in a timely and organized manner.
• Reshape the existing online application to streamline the application process for candidates, simplify the candidate evaluation process for referees, automate administrative processes for the promotion committee coordinators, and align the applications of the APPC to the greatest extent possible.
• Create and disseminate the meeting schedule for the APPC and coordinate meeting logistics. In advance of meetings, send meeting reminders, create meeting agendas, and send meeting materials to participants.
Serve as primary source of information for APPC inquiries. Support department credentialing coordinators and faculty by facilitating trainings in coordination with the Office of Faculty, providing guidance, and creating and disseminating instructional documents.
• Assist in the creation of reports, proposals, and presentations by collecting, tracking, and analyzing data. As necessary, create/edit materials to disseminate this information, as well as information about the promotion/appointment process.
Plan the annual dinner for newly appointed/promoted associate professors and keep expenses within budget with a fiscal responsibility to reducing costs where possible. Monitor, track, and report all expenditures per JHU and departmental policies. Manage financial responsibilities stemming from the promotion committees, such as submission of purchase orders and goods receipts for any service contract and processing invoices for relevant expenses only. Serve as back-up to support the Advisory Board of the Medical Faculty (AMBF) and the Agenda Committee to the ABMF in partnership with the executive assistant who currently manages the meetings. Serve as a back-up to the PPC specialist as needed. Serve as a technical expert and mentor when new software is implemented or released.
• Foster institutional relationships. Collaborate and liaise extensively with a variety of individuals on matters critical to the Office of the Dean/CEO.

Interpret and analyze information regarding current operating policies and procedures. Recommend new processes/procedures to maximize workflow.
• Other tasks and special projects as assigned.

Minimum Qualifications (Mandatory):

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

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

Preferred:

Bachelor’s degree strongly preferred.

Special Knowledge, Skills & Abilities:

• Excellent customer service and strong communications (oral and written) skills are required.
• Strong attention to detail and problem-solving abilities required.
• Must be able to work in a fast paced, changing environment handling multiple tasks efficiently and accurately.
• Ability to manage frequent interruptions and changing priorities; complete assignments without established procedures; ability to work autonomously and handle multiple tasks simultaneously in a fast-paced deadline-driven environment.
• Ability to maintain confidentiality.
• Ability to interact effectively with all levels of University employees as well as outside contacts.
• Demonstrated ability to work independently and as part of a team.
• Ability to learn and use various software applications and platforms.
• Strong organizational skills, with attention to details and time management.
• Demonstrated organizational skills with proven ability to effectively prioritize workload.
• Proven ability to multi-task and process data quickly with a high level of accuracy.
• Ability to work collaboratively as part of a team.
• Ability to work effectively with faculty and staff from a variety of diverse backgrounds.
• Ability to take initiative and be proactive with workload and meet deadlines.
• Experience in administrative support in an office setting including calendar management, word processing, data research, minutes; maintaining file repositories and working with confidential materials.

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 the 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.

Classified Title: 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, 8:30 am - 5:00 pm
Exempt Status: Non-Exempt
Location:School of Medicine Campus
Department name: ​​​​​​​SOM Admin Exec Off Gen 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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