Sr. Administrative Coordinator

Employer
Johns Hopkins University
Location
Maryland, United States
Salary
Salary Not Specified
Posted Date
May 18, 2022

View more

Position Type
Administrative, Business & Administrative Affairs, Business & Administrative Support, Other Business & Administrative Affairs
Employment Level
Administrative
Employment Type
Full Time

The Office of Continuing Medical Education Senior Administrative Coordinator provides high-level administrative support to the Sr. Associate Dean for Education Coordination/Associate Dean for Continuing Medical Education (CME), and the Director of CME. This role will coordinate office services and administrative activities, manage multiple calendars, and coordinate all travel arrangements. The Sr. Administrative Coordinator will interpret operating policies of the Johns Hopkins University (JHU) and the JHU School of Medicine and exercise independent judgment in the resolution of administrative problems.

The Sr. Administrative Coordinator reports jointly to the Associate Dean for CME/Sr. Associate Dean for Education Coordination and the Director of CME, and works closely with School of Medicine faculty and staff as well as external partnerss.

Specific Duties & Responsibilities:

  • Serves as the primary administrative support for the Sr. Associate Dean for Education Coordination/ Associate Dean of CME and the Director of CME.
  • Manages multiple projects and activities simultaneously, including those related to strategic planning Tracks and supports completion of priority tasks and projects.
  • Creates and/or edits documents, ensuring appropriate content, quality, and style
  • Works closely with the Associate Dean and Director of CME to monitor and assist in the CME accreditation self-study and accreditation visit. Exercise independent judgment to ensure deadlines are enforces in an appropriate and timely manner. Collect documentation for the CME accreditation. Prepare and/or oversee preparation of extensive files/statistics for accreditation purposes and for periodic review by regulatory organizations. Locate and compile information and data to format reports, graphs, tables, etc.
  • Plans and executes events/functions, including workshops, conferences, and lectures. Includes preparations, set-up, and logistics; outreach/advertising; locating and reserving space; ensuring appropriate room set-up; securing A/V support; arranging for catering; etc.
  • Manages and maintains calendars, to include scheduling one-on-one and group meetings, conference or zoom calls, trainings, etc. Requires ability to schedule with multiple attendees, coordinating with other administrative staff.
  • Processes accounting transactions such as online payments of invoices, expense reimbursements, subscription renewals, dues, and purchase orders.
  • Prioritizes, triages, or resolves all phone calls and messages to the Sr. Associate Dean/Associate Dean and Director’s offices.
  • Prepares agendas for meetings and takes and distributes minutes
  • Prepares correspondence on behalf of the Sr. Associate Dean/Associate Dean and Director.
  • Coordinates and implements office services such as purchasing and equipment maintenance
  • Assists with event planning.
  • Drafts letters requiring the Associate Dean or Director’s signature.
  • Prepares and updates biosketches and CVs.
  • Coordinates new staff onboarding and logistics, i.e., badge, perimeter access, parking, ordering computers, setting up email accounts, online training, phone/voice mail, pagers, keys, etc.
  • Contributes to team effort by accomplishing specific tasks as needed.
  • On a regular and continuous basis, exercises administrative judgement and assumes responsibility for decisions, consequences, and results having an impact on people, costs, and/or quality of service within the office.
  • Performs data entry into multiple data bases.
  • Performs general administrative duties including, but not limited to, scanning, copying, sorting mail, ordering office supplies, and greeting and assisting visitors.
  • Performs other duties as assigned.

Minimum Qualifications (Mandatory):

  • High School Diploma/GED
  • Five (5) years of progressively responsible administrative experience.
  • Additional education may substitute for 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:

  • Two years of college
  • Five years of progressively responsible administrative experience
  • Event planning experience.

Special Knowledge, Skills & Abilities:

  • Proficiency with Microsoft Office suite (Word, Excel, Powerpoint, Outlook)
  • Demonstrated experience managing complex calendars
  • Demonstrated experience using Zoom or other online meeting platforms
  • Excellent verbal and interpersonal skills, including the ability to communicate effectively to all constituent groups
  • Excellent writing and editing skills, including the ability to draft original correspondence and edit documents with wide distribution
  • Proven ability to work with minimal supervision and to exercise independent judgment and discretion when making decisions on matters of significant impact and visibility
  • Demonstrated ability for self-direction and initiation required.
  • Demonstrated ability to work independently and part of a team.
  • Excellent interpersonal and organizational skills.

Physical Requirements:

  • Finger dexterity required to manipulate objects with fingers rather than with whole hand(s) or arm(s), for example, using a keyboard.
  • Communication skills using the spoken word.
  • Occasionally lifting, carrying objects weighing 10lbs. or less.
  • Occasionally pushing, pulling objects weighing 30lbs. or less.
  • Ability to move about.

Classified Title: Sr. Administrative Coordinator
Working Title: Sr. Administrative Coordinator
Role/Level/Range: ATO 40/E/03/OF
Starting Hourly Pay Rate Range: $20.02 - $27.51/ Commensurate with Experience
Employee group: Full Time
Schedule: Monday-Friday - 8:30am-5:00pm
Exempt Status: Non-Exempt
Location: 04-MD:School of Medicine Campus
Department name: 10002618-SOM Admin CME Coordinated Programs
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 Talent Acquisition Office at jhurecruitment@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


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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