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Job Req ID:  107440

Sr Administrative Coordinator

We are seeking a Sr. Administrative Coordinator who will provide complex administrative support to the Division Chief and Administrator of Cardiology and acts as the center point of contact between management, PI's, division contacts, finance and administration. Independently manage projects, develop and maintain positive working relationships internally and externally to the department, the University, and with all those they personally encounter including University representatives, faculty, staff, and students. The Sr. Administrative Coordinator provides administrative support for clinical and research training programs. This position is responsible for a wide variety of job duties to support recruitment, appointment/credentialing, budget, T32 grant, and complex administrative duties. Functions as a team member with Johns Hopkins School of Medicine program faculty and staff, personnel at external institutions, accrediting and boarding bodies to support, coordinate, and advance the Division's programs. Additionally, this position coordinates major donor visits, special guests, visitors and speakers for the Division and liaises with Deans Office, JHH presidents office, and DOM leadership.


Specific Duties & Responsibilities

  • The Sr. Administrative Coordinator ensures smooth management of the day to-day administrative operations of the Division and is expected to act as an information resource and provide assistance for Director, faculty, administration and staff as well as contacts from outside the Department.
  • Exercises independent judgment, maintains high-level of confidentiality, demonstrates initiative and public relations skill, multi-tasks, and manages many competing priorities.
  • Coordinates complex meetings, prepares and distributes meeting materials and agendas.
  • Manage the Director's electronic calendars for multiple meetings and manage frequent requests. Resolve scheduling conflicts.
  • Ensure that the Director is prepared for travel, meetings and appearances by coordinating, collecting, and providing materials in a timely fashion.
  • Develop or revise filing system to maintain academic, administrative, donor, VIP and other relevant files and record keeping systems.
  • Arrange special luncheons and dinners, catering, invitations, room arrangements, schedule conferences, banquets and other special functions for visitors for the Division,
  • Responsibility for staffing various projects and meetings: ensuring event/meeting logistics, confirming attendance, taking minutes, noting milestones for the project and disseminating to participants
  • Manage the Director's electronic calendars for multiple meetings and manage frequent requests. Resolve scheduling conflicts.
  • Ensure that the Director is prepared for travel, meetings and appearances by coordinating, collecting, and providing materials in a timely fashion.
  • Develop or revise filing system to maintain academic, administrative, donor, VIP and other relevant files and record keeping systems.
  • Arrange special luncheons and dinners, catering, invitations, room arrangements, schedule conferences, banquets and other special functions for visitors for the Division,
  • Responsibility for staffing various projects and meetings: ensuring event/meeting logistics, confirming attendance, taking minutes, noting milestones for the project and disseminating to participants
  • Demonstrates the ability to relate well and work with all levels of staff.
  • Demonstrates the ability to manage multiple projects simultaneously to meet deadlines.
  • Consistently uses discretion when discussing confidential matters.
  • Coordinates case conferences, weekly fellows conference, grand rounds, and other meetings as required
  • Locate and compile information and format reports, graphs, tables, records and other sources of information; assemble and categorize data for written computation and calculations.
  • Manage and maintain the Divisions website. Gather information from stakeholders, communicate changes and updates, write blog communicating pertinent information
  • Must be organized and able to appropriately prioritize responsibilities in a fast-paced environment.
  • Routinely deal with highly sensitive information and material maintaining an atmosphere of strict confidentiality.
  • Plan, coordinate and/or support routine and special events, activities, meetings, seminars, presentations and help host visitors; this includes but is not limited to: reserving rooms or venues, setting up, tearing down and cleaning rooms, ordering or purchasing and setting up food and supplies, and audiovisual set-up or coordination; schedule meetings for various individuals or groups of staff by finding dates, times and meeting space and communicate appropriately
  • Performs other duties as required



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 37.5/03/OF  
Starting Salary Range: $20.40-$28.00-$35.70 HRLY (Commensurate with experience) 
Employee group: Full Time 
Schedule: M-F 8:30am-5:00pm 
Exempt Status: Non-Exempt 
Location: Hybrid/​​​​​​​School of Medicine Campus 
Department name: ​​​​​​​SOM DOM Cardiology  
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.

 

Note: Job Postings are updated daily and remain online until filled.

 

 

Hybrid