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Job Req ID:  14084

Administrative Coordinator

Classified Title: Administrative Coordinator 
Working Title:  ​​​​​Administrative Coordinator 
Role/Level/Range: ATO 40/E/02/OE 
Starting Salary Range: $17.25 - $23.71 (commensurate with experience)
Employee group: Full Time 
Schedule: M-F, 8:30-5 
Exempt Status: Non-Exempt ​​​​​​​ 
Location: 04-MD:School of Medicine Campus 
Department name: 10002799-SOM DOM General Admin Chairmans Offf 
Personnel area: School of Medicine

General summary/purpose:

This position’s primary responsibility will be to coordinate the administrative activities for the Director of the Osler Medical Housestaff Program and select Vice Chairs in the Department of Medicine as well as backup support for the administrative team in the Chairman’s Office of the Department of Medicine. This includes arranging meetings with Hospital and University executives, preparing correspondence and financial data as required, and work on special projects as assigned.

Specific Duties/Responsibilities:

  1. Special projects as directed for the Department of Medicine, which include course and seminar scheduling and preparation and assistance with Housestaff matters, finance, credentialing, etc.
  2. Manage the weekly Department of Medicine Medical Grand Rounds, including maintaining speaker calendar, CME requirements and weekly announcements and communication.
  3. Assist with coordinating the planning of departmental events as required.
  4. Scheduling and coordinating the daily, weekly, monthly, and annual appointment calendar for Director of the Osler Medical Housestaff Program to include mentoring sessions with residents for career guidance, monthly meetings with Residency Program leadership, ACGME required mid-year feedback sessions with residents and senior residents exit interviews, and monthly meetings with the Educational Council. Ensure the Program Director is prepared for meetings and presentations by compiling and preparing materials and confirming details in advance.
  5. Travel arrangements as needed for Director of the Osler Medical Housestaff Program and assigned Vice Chairs.
  6. Coordinate the itineraries and agendas for speakers and guests visiting the Department of Medicine.
  7. Assist the Osler Residents with preparing the required documentation for international rotations, i.e. Singapore and Honduras.
  8. Exercise independent judgment to rank and prioritize meeting requests and timelines.
  9. Responsible for notarizing program verifications for current and prior Osler Residents.
  10. Transcribe, edit, finalize, and mail correspondence for Program Director and Vice Chairs; create spreadsheets; prepare graphs, charts, and other documentation as needed for Department of Medicine presentations.
  11. Triage phone calls and mail and independently resolve matters that do not require the executives’ direct attention.
  12. Prepare correspondence for the Department of Medicine signature based on knowledge of issues.
  13. Prioritize phone messages, fielding and directing calls coming into the office.
  14. Serves as backup support for the Department of Medicine Chairman’s Office administrative team.
  15. Manage room reservation requests for the Tumulty Conference Room 9019, Cader/Harvey 508 Conference Room and CMSC conference room 306 using the Microsoft Share Point system.
  16. Manage database files to track filing and correspondence documentation.
  17. Maintain strict confidentiality of all documents, files, and human resources information.
  18. General administrative duties to include, but not limited to scanning, copying, sorting mail, office and kitchen supplies, triaging phone calls, and greeting and assisting visitors.
  19. Other duties as assigned.
CONTACTS
  1. Internal:  DOM administration, Health Sciences Human Resources (Compensation, Employment, Employee Relations, Leave & Records), Dean’s Office, International Office, Business Office, Registrar’s Office, HR/Payroll Shared Services, Information Systems, Medical Staff Office, Controller’s Office, Legal, etc.
  2. External:  Affiliated hospitals, various vendors and service providers, HR representatives of various institutions.

Minimum qualifications:

  1. High school diploma or equivalent; some college preferred. Additional education may substitute for some experience, to the extent permitted by the JHU equivalency formula.
  2. Minimum of three years of related administrative experience required, preferably in an academic or medical setting.

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.

Special knowledge, skills, and abilities:

  1. Notary Public appointment/commission required, or will need to be obtained within first six months of employment.
  2. Proficiency in MS Word, Excel spreadsheets, Access Databases, PowerPoint, electronic calendar, and transcription.
  3. Excellent spelling and grammar.
  4. Excellent interpersonal and organizational skills.
  5. Ability to handle multiple complicated tasks, prioritization skills.
  6. Ability to operate PC, laser printer, fax, copier, shredder and multi-line phone.

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.

 

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http://hrnt.jhu.edu/legal.cfm

 

School of Medicine - East Baltimore Campus

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