CO Sr. Administrative Coordinator

Wilmer Eye Institute Retina Division is seeking a Sr. Administrator Coordinator who will provide high-level administrative support to its Division Chief, Fellowship program, leaders, staff, and associated research labs. This role will coordinate Fellowship activities, administrative activities, purchasing and account reconciliation, manage multiple calendars, and coordinate travel arrangements for Division Chief, and in association with Fellowship program. The Sr. Administrator Coordinator will interpret operating policies of the University, exercise independent judgement in the resolution of administrative problems, often acting in direct response for the Division Chief.

Specific Duties & Responsibilities

• Provides high-level administrative assistance to Division Chief, Clinic Manager, and other divisional faculty and staff.
• Ability to think creatively to manage multiple projects independently, including handling matters of a confidential nature with sensitivity and discretion.
• Coordinates and arranges complex calendaring by planning and scheduling meetings, depositions, court appearances, speaking engagements and attendance at local, national and international meetings.
• Manage all travel arrangements for the Division Chief. Handles communications with coordinator and conference organizers, prepares itineraries, conference registration, travel and hotel arrangements, and expense reports for reimbursements.
• Maintains Division Chiefs daily, weekly, monthly, and yearly calendars. Will exercise independent judgement to rank and prioritize.
• Prepares agendas for internal meetings, prepare and distribute the minutes.
• Coordinates reimbursement from university funds for eligible business-related expenses.
• Manages transcription process, composes and distributes correspondence, e-mail and manages, organizes and maintains confidential files.
• Plans events such as invited speakers, seminars, outreach events, and research symposiums.
• Assists with coordination of faculty and staff activities and seminars.
• Works closely with other program coordinators in regard to nursing conference, Day of Learning, and Development.
• Proofreads communications to ensure accuracy and appropriateness.
• Drafts and prepares office communication for signature as well edits confidential and sensitive information.
• Drafts letters of recommendation and letters of support for Division Chief; edits all letters requiring Directors signature.
• Manages media queries and coordinates media interaction with the Director of Public Affairs, coordinates and supports the development of journal publications; assists with preparation of manuscripts.
• Communicates with CME office in regarding course organization and content.
• As Fellowship Coordinator, plays integral part in communication with candidates as well as other coordinators to implement the onboarding and outboarding of matched Fellows.
• Assists with ongoing development of the Fellowship program.
• Prepares and updates bio-sketches and CVs.
• Ensures licensures are current.
• Assists with Fellow travel arrangements.
• Using SAP, orders office and laboratory supplies as directed, processes invoices for payment and check or travel requests for reimbursement.
• Assists with purchase of materials and supplies for research laboratory.
• Assists with conferences and workshops.
• Works with credentialing office to ensure new faculty recruits are on-boarded timely and accurately.
• Uses various software applications such as spreadsheets and databases to assemble and format data (for distribution).
• Performs other duties as necessary.

• High School Diploma or graduation equivalent.
• Five years progressively responsible administrative experience.
• Additional education may substitute for required experience, to the extent permitted by the JHU equivalency formula.

• Bachelors Degree.

Classified Title: Sr. Administrative Coordinator 
Working Title: CO Sr. Administrative Coordinator   
Role/Level/Range: ATO 37.5/03/OF  
Starting Salary Range: $20.40-$35.70 ($66,248 budgeted; Commensurate with experience) 
Employee group: Full Time 
Schedule: Monday-Friday, 8:30 - 5:00 
Exempt Status: Non-Exempt 
Location: School of Medicine Campus 
Department name: ​​​​​​​SOM Oph Retina Service 
Personnel area: School of Medicine 

Total Rewards
The referenced salary range is based on Johns Hopkins University’s good faith belief at the time of posting. Actual compensation may vary based on factors such as geographic location, work experience, market conditions, education/training and skill level. 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/

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 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.

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.

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
Learn more:
https://www.eeoc.gov/sites/default/files/migrated_files/employers/poster_screen_reader_optimized.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 accessibility.jhu.edu.

Johns Hopkins has mandated COVID-19 and influenza vaccines, as applicable. 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. 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 on 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.

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