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Job Req ID:  4135

Administrative Coordinator

Role/Level/Range: ATO/2/OE

Starting Salary Range: $35,173 – $48,360

Employee group: Full-time

Employee subgroup (FLSA Status): Non-Exempt

Department: Emergency Medicine

Work Schedule (hours/days): Monday-Friday/8:30-5:00pm/40 hours per week

Work Location: East Baltimore Campus

 

 

Provide administrative and secretarial support to the Emergency Department Nursing Leadership staff including special projects, appointments, correspondence, data compilation, and records control. Familiarity with using SAP preferred. May perform duties of a sensitive and confidential nature.  Exercise independent judgment in resolution of administrative problems. Should have experience managing audiovisual equipment. Expert level of competencies in Microsoft Word, Excel, PowerPoint, Project, Visio and Outlook software preferred. Strong interpersonal, intercultural, organizational, and planning skills. Ability to manage multiple projects and prioritize workflow. Reliable, self-motivated, and flexible.

 

Duties and Responsibilities:

 

  • Maintain the Assistant Director of Nursing’s calendar; coordinates meetings, retreats, conferences, facilities and services with others, both within and outside the Hopkins institution. 
  • Responsible for scheduling meetings and conference room reservations for Nursing staff and leadership.
  • Attend meetings and compose routine correspondence, meeting minutes, and reports related to those specified meetings.  Proofread communications to ensure accuracy and appropriateness. 
  • Prepare agendas and meeting content for distribution to attendees. Create and distribute announcements and invitations.
  • Able to use statistical and graphics packages to assemble, manipulate and/or format data and/or reports.
  • Assist in the preparation of presentations.
  • Provide coverage for department telephone; screen calls, relay messages and greet visitors. Answers and responds to inquiries in a timely, polite, and professional manner.  Provide back-up coverage for office staff as needed.
  • Analyze unit-operating practices such as record keeping systems, forms control, creating new systems or revising established procedures.
  • Interprets and communicates operating policies. Contact person for Copier questions and departmental printers
  • Coordinate collection, preparation of financial, and operations reports. Participates in the preparation of departmental budget lines as needed.
  • Assemble and categorize facts and figures for written computation and calculations; Formats reports, graphs, tables, records and other sources of information.
  • Maintain departmental mailboxes. Pick up and deliver materials as required.
  • Assist with special event planning. Order flowers and food for events and meetings as directed.
  • Order and maintain coffee supplies to ensure cost effective practice.
  • Maintaining compliance for stocking process
  • Responsible for service requests for facilities, IT, Telecom and EVC
  • Request work orders, vouchers, tokens, and parking passes as needed. Order clinical equipment as needed.
  • Assist with Audio-Visual Equipment support and troubleshooting.
  • Book travel and process expense reimbursements using SAP.
  • Maintain organized filing systems. Maintain records through filing, retrieval, retention, storage, compilation, updating and destruction.
  • Display flexibility in adjusting to the fluctuating needs of the department and nursing program.
  • Highly proficient in various software applications, such as SharePoint, Microsoft Office Word, Excel, Power Point, Visio and Project.
  • Perform other duties as assigned. Assist other nursing leadership as needed.  
  • 20% of Time - Support the Assistant Director of Nursing
  • 60% of Time - General Office Support
  • 20% of Time - Support of Nursing Leadership

 

Decision Making:

 

On a regular and continuous basis, exercises independent judgment in relation to administrative problems and assumes responsibility for decisions, consequences, and results having an impact on people, costs, and/or quality of service within the functional area.

Must use independent judgment and problem-solving skills. Must employ a pro-active approach to planning day-to-day tasks. Must be able to multi-task & stay organized in a highly dynamic environment. Must have excellent communication skills (verbal and written) with the ability to prioritize work. 

 

Communication:

 

Exchanges non-routine information using tact and persuasion as appropriate requiring good oral and written communication skills.

Uses excellent oral communication skills necessary to interact diplomatically with diverse groups of people to establish and maintain a welcoming and service oriented atmosphere. 

 

Special knowledge, skills, and abilities:

 

All Microsoft Applications, Writing Skills, Reporting Skills, Organization, Time Management, Presentation Skills, Problem Solving Ability, Travel Logistics, Verbal Communication.

 

Required Qualifications:  

 

High School diploma or GED required

Three years of related experience required. Additional education may be substituted for years of related experience, to the extent permitted by the JHU equivalency formula.
 

 

Preferred qualifications:

 

Bachelor's degree or two years college.

 

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.

 

School of Medicine - East Baltimore Campus

Job Postings are updated daily and remain online until filled.
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 at 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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Important legal information: http://hrnt.jhu.edu/legal.cfm


Nearest Major Market: Baltimore

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