Sr. Administrative Coordinator

Employer
Johns Hopkins University
Location
Maryland, United States
Salary
Salary Not Specified
Posted date
Oct 19, 2021

View more

Position Type
Administrative, Business & Administrative Affairs, Business & Administrative Support, Other Business & Administrative Affairs
Employment Level
Administrative
Salary Band
Not specified
Employment Type
Full Time

The Armstrong Institute Center for Healthcare Human Factors is seeking aSenior Administrative Coordinator who will be responsible for the oversight of operations and administrative functions of the center. This role works independently to ensure day-to-day operational effectiveness of the Center. Exercises discretion and judgment to identify problems, determine causes, and implement solutions. Is responsible for maintaining and managing the workflow and efficiency of Center for Healthcare Human Factors. Coordinates and directs office resources toward timely completion of special projects within budget.

The Sr. Administrative Coordinator develops strategies and implements procedures to reach operational goals. Acts as a liaison with contacts throughout Johns Hopkins Medicine, external organizations, and international contacts. Manage and assist with strategic administrative projects and events related to the expanding needs of the Center for Healthcare Human Factors. Effectively communicate with all levels of professionals. Serve as project manager for multiple projects, ensuring that project is kept on track for timely completion.

This position provides administrative support to the Director, Program Manager, and other Center staff. Tasks include but are not limited to: (1) assisting with the day-to-day operations of the Center; (2) coordinating and attending meetings; (3) preparing meeting minutes and distribution; (4) serving as an information resource to assist the Director in daily decisions; (5) preparing administrative reports and course materials; (6) reviewing and following up on monthly budget reports (7) composing correspondence; (8) proofreading and editing letters; (9) preparing and presenting slide presentations; (10) processing incoming and outgoing mail.

Specific Duties & Responsibilities:

  • Exercise administrative judgment and assume personal responsibility for decisions, consequences, and results that impact on people, costs, and/or quality of service within the Center for Healthcare Human Factors.
  • Engage in, and promote among others, characteristics of a high functioning team. These include but are not limited to: using effective communication, participating in and supporting development of the team, giving and receiving constructive feedback in real time and for yearly evaluations, actively diffusing tension, and contributing to the development of team goals.
  • Submit and oversee expense submissions against budget. Coordinate purchase of supplies and technical equipment. Submit reimbursement requests for all staff in the Center. Manage and track expenditures and reimbursements.
  • Identifies and resolves administrative problems and issues. Develops and recommends administrative processes/procedures to assure efficiency.
  • Interprets and communicates operating policies.
  • Organize committee meetings. Work with the Director to initiate agendas, prepare minutes and submit in a timely manner.
  • Work closely with AI Human Resources Manager to assess Center staffing needs and develop job descriptions and requisitions based on those needs. Assist with on-boarding for Center employees.
  • Organize all aspects of travel arrangement and accommodations for special speakers and guests. Schedule, prepare, and distribute itineraries. Prepare honoraria, expense reports, and reimbursement requests.
  • Manage special projects and plan events; organize and arrange special Center projects, meetings, and conferences. Monitors and follows up on action items. Plan all components of large social functions, e.g., luncheons, dinners, and banquets.
  • Assist the Director with preparation of lectures and other teaching functions.
  • Other duties as assigned.

Minimum Qualifications (Mandatory):

  • High School Diploma or GED required.
  • Five (5) years progressively responsible administrative experience.
  • Additional education may substitute for required experience, to the extent permitted by the JHU equivalency formula.

Special Knowledge, Skills & Abilities:

Final Applicant for this position may be required to complete skills assessments appropriate to position description.

  • Must possess strong organization skills and be very detailed oriented.
  • Confidentiality
  • Excellent organizational, interpersonal, and communication skills
  • Ability to exercise independent judgment and work independently without direction
  • Ability to work under pressure
  • Basic accounting skills
  • Microsoft Office, Adobe Pro
  • Preferred but not required: SAP

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
Exempt Status: Non-Exempt
Location:​​​​​​​JH Downtown Center
Department name: ​​​​​​​SOM Admin Armstrong Institute
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.

Equal Opportunity Employer
Note: Job Postings are updated daily and remain online until filled.

EEO is the Law
Learn more:
https://www.eeoc.gov/sites/default/files/migrated_files/employers/poster_screen_reader_optimized.pdf

JH Downtown Center


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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