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Requisition ID:  115944

Administrative Coordinator

The Department of Medicine is seeking an Administrative Coordinator whose primary responsibility will be to coordinate events and special functions, provide administrative support to Administrators and Leadership within the Director’s Office and provide backup support for the Administrative Manager including arranging meetings with hospital and university executives. The position will require work on special projects as assigned as part of the Director’s Office Administrative Team. This position reports directly to the Administrative Manager for the Department of Medicine


Specific Duties and Responsibilities

  • Provide administrative support for the Department of Medicine Director’s office, Director and Assistant Directors of Finance, and Credentialing Team and DOM Vice Chairs.
  • Serve as front-line representative to board members, trustees, deans, faculty, division directors, and the general public.
  • Serve as calendar and travel arrangement backup for Director.
  • Assist with the coordination of planning and implementation of departmental events as required.
  • Arrange luncheons and dinners, birthday functions, catering, invitations, room arrangements and other special events.
  • Assist in scheduling for conference rooms and A/V equipment.
  • Process online payments, shopping carts, reimbursements, travel arrangements for Administrators, Credentialing and Director of Finance for the Department of Medicine.
  • Manage multiple calendars with complex scheduling by effectively prioritizing requests for meetings; anticipate future schedule conflicts and initiate prompt resolutions.
  • Format and/or edit manuscripts, technical documents, tables, and correspondence; create spreadsheets; prepare graphs, charts, and other documentation needed for presentation by Administrators, Credentialing and Director of Finance for the Department of Medicine.
  • Triage mail for Chairman’s Office of the Department of Medicine and resolve matters that do not require direct attention.
  • Prepare meeting agendas and signed correspondence for Administrators, Credentialing and Director of Finance for the Department of Medicine based on knowledge of issues.
  • Serve as backup for Administrative Manager for the Department of Medicine.
  • Manage database files to track filing and correspondence documentation.
  • Maintain confidentiality of documents and files.
  • Additional duties as assigned.


Skills and Abilities

  • Proficiency in Microsoft Office (Outlook, Word, PowerPoint, and Excel), SAP, and Concur
  • Excellent verbal and written communication
  • Excellent interpersonal and organizational skills, proven ability to handle multiple complicated tasks and prioritize projects, discretion for privileged and confidential information.
  • Ability to work in a fast-paced, collaborative environment and respond quickly, creatively, and flexibly.
  • Technologically savvy-experience with basic web search, cloud-based document sharing, Zoom, and Teams.




Minimum Qualifications
  • High School diploma or graduation equivalent
  • Three years related experience
  • Additional education may substitute for required experience, to the extent permitted by the JHU equivalency formula

 

 

Classified Title: Administrative Coordinator  
Role/Level/Range: ATO 37.5/02/OE  
Starting Salary Range: $18.20 - $33.90 HRLY ($55,000 targeted; Commensurate with experience) 
Employee group: Full Time 
Schedule: M-F; 8:30-5:00 
Exempt Status: Non-Exempt 
Location: Hybrid/School of Medicine Campus 
Department name: ​​​​​​​SOM DOM General Admin Chairmans Offf  
Personnel area: School of Medicine 

 

 

Total Rewards
The referenced base salary range represents the low and high end of Johns Hopkins University’s salary range for this position. Not all candidates will be eligible for the upper end of the salary range. Exact salary will ultimately depend on multiple factors, which may include the successful candidate's geographic location, skills, work experience, market conditions, education/training and other qualifications. Johns Hopkins offers a total rewards package that supports our employees' health, life, career and retirement. More information can be found here: https://hr.jhu.edu/benefits-worklife/.

Education and Experience Equivalency
Please refer to the job description above to see which forms of equivalency are permitted for this position. If permitted, equivalencies will follow these guidelines: 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.

Applicants Completing Studies
Applicants who do not meet the posted requirements but are completing their final academic semester/quarter will be considered eligible for employment and may be asked to provide additional information confirming their academic completion date.

Background Checks
The successful candidate(s) for this position will be subject to a pre-employment background check. Johns Hopkins is committed to hiring individuals with a justice-involved background, consistent with applicable policies and current practice. A prior criminal history does not automatically preclude candidates from employment at Johns Hopkins University. In accordance with applicable law, the university will review, on an individual basis, the date of a candidate's conviction, the nature of the conviction and how the conviction relates to an essential job-related qualification or function.

Diversity and Inclusion
The Johns Hopkins University values diversity, equity and inclusion and advances these through our key strategic framework, the JHU Roadmap on Diversity and Inclusion.

Equal Opportunity Employer
All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.

EEO is the Law
https://www.eeoc.gov/sites/default/files/2023-06/22-088_EEOC_KnowYourRights6.12ScreenRdr.pdf

Accommodation Information
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. For more information about workplace accommodations or accessibility at Johns Hopkins University, please visit https://accessibility.jhu.edu/.

Vaccine Requirements
Johns Hopkins University strongly encourages, but no longer requires, at least one dose of the COVID-19 vaccine. The COVID-19 vaccine does not apply to positions located in the State of Florida. We still require all faculty, staff, and students to receive the seasonal flu vaccine. 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. This change does not apply to the School of Medicine (SOM). SOM hires must be fully vaccinated with an FDA COVID-19 vaccination and provide proof of vaccination status. 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 upon 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.
Hybrid: On-site 3-4 days a week

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