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Administrative Coordinator

Employer
Johns Hopkins University
Location
Maryland, United States
Salary
Salary Not Specified
Date posted
Dec 16, 2021

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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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The Department of General Internal Medicine is seeking aAdministrative Coordinator who will provide administrative and office operations support to the clinical faculty of General Internal Medicine. The position will interact with a large variety of School of Medicine faculty, staff and students. The environment is fast-paced with emphasis on working independently and requires the ability to be detail-oriented while managing competing priorities.

Specific Duties & Responsibilities:

  • Managing conflict-free electronic calendars for multiple meetings and manage frequent requests. Resolve scheduling conflicts.
  • Rank and prioritize meeting requests and response times.
  • Reserve rooms for meetings and events as needed.
  • Ensure that the faculty are fully prepared for meetings and appearances by coordinating, collecting and providing materials in a timely fashion.
  • Arrange travel reservations and conference registrations.
  • Provide administrative support, including document formatting, typing, and composing for the faculty.
  • Process invoices and expense reimbursements, including faculty and staff, using SAP and Concur.
  • Oversee office supplies including inventory and ordering.
  • Provide occasional back up for the divisional administrative support as needed.
  • Operates office equipment such as photocopier, fax machine. Photocopy materials, or arrange for printing services, to support a variety of projects.
  • Scan documents for faculty and administrative staff.
  • Type, format, and produce versions ready for signature of routine correspondence, proposal documents, forms, and manuscripts.
  • Order catering as needed.
  • Assist faculty with the preparation of written presentations, posters, or PowerPoints.
  • Provide excellent customer service to all constituents including students, faculty, staff and vendors.
  • Coordinate large mailings.
  • Maintain and purchase inventory of office supplies via SAP.
  • Setup and run zoom meetings.
  • Track and remind faculty of important dates related to their clinical work, license expiration, renewal of DEA, etc.
  • Initiate and follow up on service calls or orders to facilities and housekeeping as needed or as requested.
  • The position will also require work on special projects as assigned.

Minimum Qualifications (Mandatory):

  • High School Diploma or GED required.
  • Three (3) years related experience.
  • Additional education may substitute for required experience, to the extent permitted by the JHU equivalency formula.*

*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. *

Preferred Qualifications:

Five years of work experience preferred.

Prior experience with JHU’s SAP and other financial/human resource management programs is preferred,

Special Knowledge, Skills & Abilities:

  • Experience providing complex administrative support required, often working independently.
  • Proficiency with Microsoft Office Suite (Word, Excel, PowerPoint).
  • Ability to learn and work with new software; computer savvy.
  • Excellent written and oral communication skills.
  • Strong attention to details and superior organizational skills.
  • Determines priorities and maintains a high degree of professionalism.
  • Excellent interpersonal skills and ability to work positively and collaboratively with a wide range of individuals, including students, senior executives, faculty, IT staff, etc.

Classified Title:Administrative Coordinator
Role/Level/Range: ATO 40/E/02/OE
Starting Hourly Pay Rate Range:$17.59 - $24.80; Commensurate with Experience
Employee group: Full Time
Schedule:M-F 8:30a-5:00p
Exempt Status: Non-Exempt
Location:Hybrid/School of Medicine Campus
Department name: General Internal Medicine
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. 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.

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

Hybrid


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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