Create Alert
Apply now »
Requisition ID:  115354

Sr. Administrative Coordinator

We are seeking a casual Sr. Administrative Coordinator who will report to and work directly with the Chair of the Department of Medicine. This position that independently manages projects, develops and maintains positive working relationships internal and external to the school, the University, Hospital, and with all those they come in contact with including University representatives, government representatives (NIH, NHLBI, AMA, local political representatives, etc.), faculty, staff, students, and patients. The person in this position is responsible for confidential and non-confidential communication of all types with the people listed above. The Sr. Administrative Coordinator represents the Chair in all business conducted on their behalf for the Department of Medicine. (Note: the Department of Medicine is the largest department in the School of Medicine and has 500+ full-time faculty, and 3,000+ staff.


Specific Duties & Responsibilities

  • Oversee the smooth functioning of the Chair of the Department of Medicine’s office, operation and staff coordination, including personnel issues associated with support staff of the Chair’s office and facilitating communication within the rest of the department and other parts of the Hospital (JHH, BMC, etc.) and University (JHU-SOM).
  • Monitor, evaluate and implement business practices and procedures to support the day-to-day operational needs of the Chair’s office.
  • Oversee and reconcile executive card for Chair related purchases such as travel, entertainment, presentation materials, etc.
  • Staff departmental committees as well as various committees for the Chair.
  • Oversee various projects through to completion, requiring broad understanding of issues throughout the department, JHH, SOM and JHM.
  • Serve as a project person and take on non-routine projects that generally require coordinating between various offices reporting to the Chair.
  • Oversee other administrative staff supporting the Chair. Provide input to hiring and annual evaluations; establish priorities when needed; oversee work (patient care, filing, transcription, billing, etc.).
  • Develop new administrative policies as needed to ensure smooth operation in the office of the chair.
  • Make decisions and establishes work priorities on essential operations.
  • Responsible for scheduling for the chair’s calendar and ensure appropriate materials are prepared for meetings.
  • Make travel arrangements for the Chair.
  • Approve expenditures and reconciles statements for chair’s account. Prepare agendas, background materials and handles logistics for meetings such as retreats, faculty meetings, dignitaries’ visits, etc.
  • Manage financial transactions involving Chair’s discretionary accounts, reimbursements and service contracts.
  • Write responses to Chair’s email/mail and miscellaneous material as requested by the Chair. Review all incoming correspondence and edit all outgoing correspondence to remain current on issues. Forward information to the appropriate parties. Ensure follow-up as required.
  • Handle confidential material from inside and outside the department.
  • Coordinate, write, edit and distribute Chair’s executive agendas as well as follow up minutes (JHH, JHU executive meetings, etc.). Consult with Vice Chair, Division Chief, faculty, and support staff on agenda items.
  • Interpret department’s Strategic Plan to faculty and support staff. Organize and coordinate all aspects of Day of Learning (DOL).
  • Edit departmental newsletter and website. Write and/or edit articles, as well as oversee layout and decide on material to be included in these or other communication formats.
  • Oversee full-time and part-time faculty annual review process for the Chair and Dean’s Offices. Will organize materials and insure completion. Organize and coordinate sponsored research proposals generated by the Chair.
  • Liaison with Offices of Public Affairs and Planning & Marketing.
  • Work closely with Department’s Development Office in scheduling visits/events for donors and dignitaries.
  • Organize and coordinate annual faculty/staff holiday celebration.
  • Other duties as assigned.


Special Knowledge, Skills, & Abilities

  • Ability to speak publicly and provide presentations as required.
  • Ability to act proactively, independently and exercise good judgment.
  • Ability to think creatively in order to manage various complex projects and work with multiple interruptions and stay on task.
  • Ability to perform duties without direct supervision or guidance regularly.
  • Ability to communicate in a highly professional manner; clearly, appropriately, and effectively with at all institutional levels.
  • Interest in continued development with project management and time management classes.
  • Proficiency in Outlook, Word, PowerPoint, Excel, and Adobe as well as web-publishing software.


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: $21.25 - $36.90 HRLY ($35,000 targeted; Commensurate with experience) 
Employee group: Casual / On Call 
Schedule: Varies 
Exempt Status: Non-Exempt 
Location: Hybrid/School of Medicine Campus 
Department name: ​​​​​​​SOM DOM General Admin Chairmans Offf 
Personnel area: School of Medicine 

 

 

Total Rewards
The referenced base salary range represents the low and high end of Johns Hopkins University’s salary range for this position. Not all candidates will be eligible for the upper end of the salary range. Exact salary will ultimately depend on multiple factors, which may include the successful candidate's geographic location, skills, work experience, market conditions, education/training and other qualifications. 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/.

Education and Experience Equivalency
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 Completing Studies
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.

Background Checks
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.

Diversity and Inclusion
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/.

Vaccine Requirements
Johns Hopkins University strongly encourages, but no longer requires, at least one dose of the COVID-19 vaccine. The COVID-19 vaccine does not apply to positions located in the State of Florida. We still require all faculty, staff, and students to receive the seasonal flu vaccine. 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. This change does not apply to the School of Medicine (SOM). SOM hires must be fully vaccinated with an FDA COVID-19 vaccination and provide proof of vaccination status. 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.
Hybrid: On-site 3-4 days a week

Apply now »