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Job Req ID:  16919

Administrative Coordinator

Summary

 

The incumbent reports directly to the Administrative Supervisor and is responsible for assisting the Administrative Supervisor at the Fund for Johns Hopkins Medicine in managing the daily operations of a multifaceted administrative office. 

 

Responsibilities

 

Administrative (65%):

 

  • Serve as primary administrative support for the Administrative Supervisor, the Sr. Director of Operations and Medical Annual Giving, FJHM Finance, and FJHM Medical Development Services and Analytics departments.  Manage their work calendars for internal and external meetings, conference calls and projects.  Assist with preparing meeting materials, information packets, creating files, and filing. 

 

  • Responsible for updating Outlook conference calendars and reserving rooms for meetings, making catering arrangements, and organizing details and materials.  Work with Administrative Supervisor and the Sr. Director of Operations and Medical Annual Giving to plan schedules, meetings, projects, events, travel, and tasks.

 

  • Responsible for updating FJHM organizational charts using Visio and FJHM development staff phone lists in Excel.  Contact partner hospitals, on a monthly basis, for staff changes.  Email monthly updated FJHM staff phone directory and birthday lists to FJHM staff and DAR HR.  Upload updated DAR and FJHM staff phone directory, birthday list and organizational chart to FJHM SharePoint site. 

 

  • Responsible for updating FJHM Staff Emergency Contact list, FJHM Sr. Staff phone directory and Incident Command Structure for FJHM Business Continuity Plan.  Submit copies to FJHM Sr. Management team.

 

  • Responsible for contacting department directors and creating bi-annual FJHM staff summer and holiday season vacation schedules and submitting to the FJHM Sr. Management team. 

 

  • Draft correspondence for the Administrative Supervisor and the Sr. Director of Operations and Medical Annual Giving and provide administrative support to the FJHM Finance, and FJHM Medical Development Services and Analytics departments.

 

  • Responsible for creating and updating FJHM Outlook email groups.  Add and delete employees to appropriate Outlook email group.  Email DAR Business Services with staff changes for DAR Staff list serv updates.

 

  • Responsible for maintaining current information related to Medicine and partner hospital trustees and fundraising staff.  This includes collecting updated information, sharing maintaining relevant Aladin database records, and producing reporting for a variety of reference and analytical projects.

 

  • Responsible for some aspects of the Fund’s internal SharePoint site, including user assignment, content preparation, some communications, and other routine maintenance tasks.

 

  • Provide backup support to the Administrative Secretaries in the Office of Administration. Cover lunch breaks, answer FJHM main phone line and handle inquiries, sort and distribute incoming mail, reserve conference room space, and submit maintenance requests through Workspeed, the building management’s online request system. 

 

  • Responsible for updating the Front Desk Secondary Coverage schedule and train new administrative staff on front desk coverage.

 

  • Responsible for FJHM support staff candidate interview process.  Coordinate and communicate all aspects of FJHM support staff candidate interviews with hiring department, colleagues and faculty.  Coordinate and communicate all aspects of online interviews with potential candidates including using online video call software, i.e. Skype.  Assist with facilitating audio/video conferencing software/equipment for candidate interviews.

 

  • Responsible for creating and maintaining a supply of new employee onboarding binders. 

 

  • Develop and maintain a working knowledge of SAP to assist the Administrative Supervisor, Sr. Director of Operations and Medical Annual Giving and FJHM Finance, and FJHM Medical Development Services and Analytics departments, with shopping cart purchases, online payment requests, creating expense reports and processing reimbursements.

 

  • Responsible for planning and coordinating the annual FJHM staff Thanksgiving potluck luncheon.  Assisting with FJHM staff celebrations.

 

  • Knowledge of computer networks and Windows applications including Word, Excel, Access, PowerPoint, and Adobe, etc. as well as DAR – University-specific databases and computer based tools, including Aladin, Galaxy, and SAP, for management and production of heavy incoming and outgoing paper flow, to prepare presentations and reports, and to manage an efficient office operation.

 

  • Ability to draft, compose, proofread, and edit clear and concise letters, documents and all written materials.

 

  • Ability to effectively communicate with important donors, alumni, patients, guests, Department chair, faculty, administrators and professional colleagues over the telephone and in person.

 

  • Ability to work independently, manage and assist with multiple projects simultaneously, determine priorities, and maintain a high degree of professionalism and confidentiality.

 

  • Ability to maintain professional relations with department chair and faculty, FJHM staff and university staff; including the handling and screening of incoming telephone calls, mail, faxes, electronic and voice mail in an efficient and organized manner.

 

  • Ability to maintain an organized filing system.

 

  • Perform additional duties as assigned by the Administrative Supervisor.

 

Reporting (15%):

 

  • Provide backup support for the daily inpatient VIP notification and Guest Roster report as needed. This report is produced daily by the Medical Development Services team and is published to the offices of the President of JHU, Dean & CEO of Medicine, President of JHH, Sr. VP of FJHM and Senior Management team, and other institutional leaders. Successful completion of this time-sensitive methodical task requires comprehensive knowledge of ALADIN, JHU BI reporting dashboard and patient registration systems, understanding of data flows and VIP coding order, strict attention to detail and confidentiality, and collaboration with the office of the Dean & CEO.

 

  • Assist the Medical Development Services team with data integrity projects on an ad hoc basis. This responsibility requires a focus on data quality and accuracy, and understanding of protected health information and privacy.

 

Financial (10%):

 

  • As needed, assist with processing of charitable gifts (both checks and credit card contributions) within the FJHM check scanning software, CPA and Merkle.  This responsibility includes the accurate assigning of funds to gift accounts, which may require communication with physicians’ office support staff, budget analysts, and gift-processing staff at the Fund for Johns Hopkins Medicine, the central development office at Homewood, the Annual Giving office at Homewood, and the Treasurer’s office at Homewood. 

 

  • Responsible for the appropriate coordination, processing and documentation of FJHM gift agreements.  Ensure gift agreement execution coversheet requirements are met.  Schedule courier/messenger pickup and delivery to JHU/DAR Vice President’s office.  Proactively follow up on pending gift agreements and return to respective department. Maintain database of all gift agreements and amounts for fiscal year reporting.

 

Development/Fund Raising Activities (10%):

 

  • Ability to maintain a comprehensive knowledge of Aladin and Relationship Management System to track multiple fundraising projects and donors/prospects in the system.  Ability to learn and maintain a working knowledge of database procedures including central clearance, research requests, and gift and financial records.

 

  • Ability to use computer resources to research information and produce a variety of database reports by department, physician, giving interest, geography, donor/non-donor and to design prospect and donor profiles.

 

  • Ability to create mailing lists for solicitation mailings, invitations, newsletters and general correspondence.  Organize and assist with solicitation mailings.

 

  • Assist with the implementation of special events including developing and maintaining invitation lists; coordinating mailings; managing RSVPs; staffing events; and communicating with vendors including caterers, photographers, florists and printers.

 

  • Attend and participate in Fund-wide support staff meetings.

 

 

Background Experience and Requirements

 

High School Diploma required.  Minimum of three years progressively responsible administrative experience required. Two years of college or commensurate work experience preferred.  Additional education may be substituted for years of work experience.

Strong computer literacy skills required and the ability to learn new software.

 

Ability to operate a personal computer to access e-mail, a high level of proficiency with Microsoft Word, Excel and PowerPoint and other standard office software, as well as the ability to operate standard office equipment such as copier, fax machine, and scanner.

 

Ability to work independently, manage projects and determine priorities, and to maintain a high degree of professionalism and confidentiality.

 

Excellent interpersonal, writing, editorial and verbal communication skills.  Strong social skills and ability to work as part of a team.  Ability to effectively and professionally communicate with all constituencies through the written and spoken word. 

 

Strong organizational skills required and ability to manage more than one project simultaneously.

 

Excellent analytical and problem solving abilities, attention to details and accuracy, and some knowledge and understanding of accounting theory and practices. 

 

Ability to work in a dynamic, fast-paced environment.

 

Knowledge of Johns Hopkins Medicine and/or development operations highly desirable.

 

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.

 

 

 

 

Working Title: Administrative Coordinator  ​​​​​
Role/Level/Range: ATO 40/E/02/OE 
Starting Salary Range:
Employee group: Full Time 
Schedule: Monday-Friday 8:30am-5:00pm 
Exempt Status: Non-Exempt  
Location: 04-MD:School of Medicine Campus 
Department name: 10003217-SOM Admin FJHM The Fund For JH 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 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
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http://hrnt.jhu.edu/legal.cfm

 

School of Medicine - East Baltimore Campus