Create Alert
Apply now »
Job Req ID:  113239

Sr Administrative Coordinator

We are seeking a Sr. Administrative Coordinator who will provide administrative support to Research division; Quality, Safety & Service team; Adult Respiratory Therapy and Anesthesia Operations divisions, and faculty and staff as required for the Department of Anesthesiology and Critical Care Medicine. Serve as a floater when other administrative coordinators within the department are out of the office due to extended leave or other circumstances. This may include Epic scheduling responsibilities for outpatient visits and procedures.


Specific Duties & Responsibilities

  • Provide administrative support to the Research Division faculty and lab members; Quality, Safety & Service team; and Adult Respiratory and Anesthesia Operations divisions within the department.
  • Assist in managing daily calendar management by scheduling meetings, appointments, and travel as assigned.
  • Provide assistance with coordinating large meetings and standing committees as requested.
  • Coordinates the travel arrangements and expense reimbursements for guest lecturers by creating itineraries, securing venues, contracting catering, coordinating hotel and travel, processing reimbursements and payment of honoraria.
  • Coordinate travel for faculty candidates by scheduling transportation, reimbursing expenses, scheduling interviews, planning itineraries and hosting guests upon arrival.
  • Assist with coordinating complex projects such as divisional events and celebrations.
  • Process vendor bills for the division using SAP financial management system.
  • Prepare and format routine correspondence for the administrative team.
  • Manage office filing system by updating file directories and keeping files neatly organized to ensure the expeditious retrieval of information.
  • Mail distribution, inter-departmental, USPS, FedEx, and UPS parcels as needed.
  • Screen and triage incoming mail and phone calls.
  • Maintain ACCM conference room scheduling, room reservation requests, and set up teleconference and audiovisual connections as requested.
  • Research and assemble materials for presentations and departmental projects.
  • Prepare shopping carts, purchase orders, travel reimbursements, and online check requests.
  • Orders office supplies and equipment in accordance with JHU procurement policies and procedures.
  • Anticipates office supply needs and processes the necessary purchase orders.
  • Oversees the department and divisional radiation badges process as assigned.
  • Distribute radiation badges to designated personnel to disseminate and collect on a quarterly basis.
  • Work in clinical scheduling systems as assigned.
  • Provides orientation/onboarding of new faculty members within the division. This includes coordinating with HR, Finance, and Credentialing office.
  • Orders pagers and supply replacements as necessary.
  • Order lab coats for new faculty and replacements as requested.
  • Order business cards and stationery as requested.
  • Manage and organize administrative requirements for Quality, Safety, & Service team to include the N-FPPE and OPPE requirements and required credentialing privileges forms.
  • Provide back-up coverage within the department when other administrative coordinators are out of the office due to extended leave (FML, vacation, etc.) or other circumstances.
  • Maintain a high degree of customer service excellence in a highly confidential environment.
  • Assist with the completion of documentation for appointments, reappointments, promotions, nominations, sabbatical leaves, absences, and other administrative forms for the Divisions, faculty members, and other team members.
  • General administrative duties to include, but not limited to scanning, copying, sorting mail, office and kitchen/control center supplies, triaging phone calls, and greeting and assisting visitors.
  • Other duties as assigned.


Minimum Qualifications
  • 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.

 

 

Classified Title: Sr. Administrative Coordinator 
Role/Level/Range: ATO 40/E/03/OF  
Starting Salary Range: $21.00 - $36.50 HRLY ($26.44 targeted; Commensurate with experience) 
Employee group: Full Time 
Schedule: Mon-Fri hours with rare to no evening or weekend hrs 
Exempt Status: Non-Exempt 
Location: School of Medicine Campus 
Department name: ​​​​​​​SOM Ane OB Regional Anesthesiology  
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:
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/.

Johns Hopkins has mandated COVID-19 and influenza vaccines, as applicable. The COVID-19 vaccine does not apply to positions located in the State of Florida. 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 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.
School of Medicine - East Baltimore Campus

Apply now »