Share this Job
Job Req ID:  10877

Sr. Administrative Coordinator

Classified Title: Sr. Administrative Coordinator 
Role/Level/Range: ATO 40/E/03/OF 
Starting Salary Range: $24.04; commensurate on experience 
Employee group: Full Time 
Schedule: M-F 8:30-5 
Employee subgroup: Salaried Non-exmt 
Location: 04-MD:School of Medicine Campus 
Department name: 60004979-Fetal Therapy Program 
Personnel area: School of Medicine

General summary/purpose:

The Sr. Administrative Coordinator provides complex administrative and project support to the Director of the Johns Hopkins Center for Fetal Therapy and provides a range of administrative support to the Center Leadership with daily administrative operations. Responsibilities include scheduling complex appointments and meetings, preparing meeting and travel materials, credentialing of post-doctorate fellows and visiting fellows for the Center, and overseeing their training compliance, preparing correspondence, compiling data, answering telephones, special projects, coordinating grant activities and records maintenance. Will perform duties of a sensitive and confidential nature.

Specific Duties/Responsibilities:

  • Provides administrative support to Center Leadership, to include maintaining schedules, arrange and prepare for meetings, prepare and edit general correspondence, maintain minutes from meetings as required, prepare and maintain required reports, and process expense accounts/reimbursements. Provide conflict-free calendar of meetings and appointments of the Director and other physicians including those held both inside and outside the institution. May be asked to support faculty members with the above activities as needed.
  • Communicates effectively and maintain positive courteous, supportive, and professional working relationships with all levels of contacts; contributes to the customer service oriented atmosphere within the department to assist other functional areas when needed or requested.
  • Assumes administrative tasks, special projects, ad hoc reports, budgets, billing, research data and other related activities. A high level of confidentiality and professionalism is required. Serves as main contact with staff and visitors for the Center Leadership, answers telephone, screens callers, takes messages or refers questions to the appropriate staff, and greet visitors; provides backup phone coverage for the office; completes SAP forms for position requisitions; schedules elaborate and detailed appointments. Maintains calendar, schedule appointments and meeting rooms; makes travel and accommodation arrangements and prepare expense and travel reports. Maintains correspondence log by checking email and voicemail. Composes, edits, types and distributes various form letters and correspondence; creates and maintains necessary files; orders supplies as needed. Develops and maintains information to generate various reports on departmental safety and strategy projects. Creates tables, charts, graphs, and PowerPoint presentations as needed. Maintains project files; coordinates the receipt and processing of information for project management. Documents administrative systems through compiling and updating manuals, policies & procedures.
  • Reconciles budgets and manage project budgets including but not limited to: Employee Recognition expenditures, Service Recovery Expenditures, budgets for department-wide events; and coordinates payroll functions. Prepares all reimbursements. Makes all travel and accommodation arrangements for Center Leadership.
  • Coordinates the servicing of office equipment as needed, and maintains and orders office supplies/equipment as necessary. Assists with planning and execution of meetings and training sessions as directed by the Center Leadership. Attends meetings to record decisions and action points as needed. Performs other duties as assigned by the Center Leadership.

Minimum qualifications:

High School Diploma/GED required. Five (5) years progressively responsible experience required. Additional education may substitute for experience, to the extent permitted by the JHU Equivalency Formula.

Excellent typing and accuracy skills. Ability to operate a fax, copier, scanner, desktop computer, laptop computer, personal digital assistant, and a telephone. Proficiency with personal computers. Demonstrated knowledge of Windows, MS Word, Word Perfect, graphics and presentation software Adapts to changes in office technology and software to ensure efficient office practices. Excellent verbal and written communications skills. Strong organizational skills. Independent worker, who is flexible, motivated and able to handle multiple tasks; self-starter.

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 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.

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

 

School of Medicine - East Baltimore Campus

Apply now »
Find similar jobs: