Sr. Administrative Coordinator

We are seeking a Sr. Administrative Coordinator who supports the administrative functions and direct support for the academic program Directors of the Musculoskeletal Radiology division. Tracks are the educational and research sub-units of the Department. They comprise faculty and fellows.

Specific Duties and Responsibilities

Division/Faculty Administration

• Organize and provide administrative support for the Musculoskeletal Radiology Section Chief, MSK Program Directors and other Faculty 4, 5 ASTPs, and 4-5 Research Fellows.
• Coordinates office services such as purchasing, records control, and other administrative activities.
• Interprets operating policies; exercises independent judgment in resolution of administrative problems, research and educational activities.
• Assist in the development, management, coordination and monitoring of activities concerning musculoskeletal imaging and interventional service following established Radiology Department, Hospital, and Healthcare Systems policies and procedures.
• Under general supervision, but according to established policies and procedures is responsible for providing personal secretarial, clerical and administrative support services, such as preparing, editing and distributing correspondence and reports in final form, receiving and screening visitors and phone calls, scheduling meetings, maintaining files, and conducting special projects as assigned.
• Collaborates with other support personnel within the department as required.
• Update MSK Scheduling Grid Responsible for MSK processes and practice changes and updates
• Ensure all new staff/fellows/faculty have proper access, paperwork, supplies, and orientation to the section.
• Functions as CONCUR delegate to assist trainees with expense reimbursement processing on non-research fellowship, and journal clubs’ activities.
• Manage faculty human resource administration activities including but not limited to management of approval process for vacation/academic/sick time in accordance with the faculty leave request process, family medical leave administration in conjunction with HR specialist, facilitating I9 and visa processing (as applicable) and development and submission of demographic information. Sustain processes and update as needed to remain in compliance with HR. Identify and escalate issues to the leadership team.
• Provide management support and oversight of functions for JHU faculty and staff in the institute/division including addressing, triaging and effectively resolving conflict to avoid escalation, general administration and provider support.
• Collaborate with Marketing and Communications on recruitment materials and new hire webpages.
• Manage department communications with faculty recruits.
• Facilitate campus visits for prospective faculty recruits.
• Provide oversight and management of educational requirements to ensure full time faculty and staff within the division complete on a timely basis (e.g., licensure and credentialing documentation, CME, HIPAA training, etc.)
• Create and manage electronic spreadsheet for expenses, including but not limited to travel, recruitments, etc. Expenses include both recording actual expenses and projection of costs.
• May prepare and submit extra shift payments for providers, ensuring accuracy and submission to HR/payroll.
• Other duties as assigned; perform notary services; participate in meetings as needed.

Research

• Input/Complete Proposal Developments in COEUS.
• Obtain signatures and download attachments into COEUS.
• Complete/Review PDS prior to submission for approval.
• Assist in Funds transfer.
• Follow up on grant status.
• Assist in grant submissions for 3 PIs.
• Educational Activities/Fellowships/Program Management.
• Facilitate yearly ASTP Fellowship interviews
• Process research and clinical fellowship applications.
• Process observerships and medical elective applications.
• Process volunteer applications.
• Provide orientation and documents for all new “hires”
• Maintain databases with application materials, admission statistics, and current track fellows’ information.
• Assist with monitoring fellows’ schedules and program deadlines communication.
• Annually collect input and update the student academic guide for track and program subject matter.
• Works in conjunction with the Continuing Medical Education (CME) office to handle all educational events and conference planning.
• Oversee, coordinate and facilitate meetings involving cross-functional teams from across the organization (e.g., senior leadership, front-line staff, etc.).

Process Improvement

• Responsible for development and maintenance of process standardization across the departments, divisions and managers at JHU.
• Track milestones and deliverables of appropriate projects/programs and report to the Administrative Manager about overall project status, challenges/barriers, due dates and milestones.
• Uses various software applications (e.g., spreadsheets, databases) to format data/reports.

Strategic Planning

• Interacts with relevant stakeholders, supports both internal and external strategic partnerships.
• Engage faculty at the institution to develop gap assessment of faculty development and identify opportunities to grow programs at JHU.

Human Resources

• Onboard all appropriate JHU and faculty and staff members for employment.

• 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: $21.25 - $36.90 HRLY ($70,000 targeted; Commensurate with experience) 
Employee group: Full Time 
Schedule: M-F 8:30a-5p 
Exempt Status: Non-Exempt 
Location: Hybrid/School of Medicine Campus 
Department name: ​​​​​​​SOM Rad Musculoskeletal Radiology  
Personnel area: School of Medicine