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Job Req ID:  9946

Sr. Administrative Coordinator

General summary/purpose:

 

Reporting to the Medical Training Program Administrator, the Sr. Administrative Coordinator will provide complex administrative and project support to Divisional leadership for the Department of Medicine, Division of Infectious Diseases for Johns Hopkins Hospital (JHH) and The Johns Hopkins University (JHU). Represents the Division as appropriate in communicating professionally with faculty, administrators, staff, and external contacts to respond to questions, resolve administrative problems and issues, and gather data as needed.  Interprets operating policies of the University and the Hospital. Exercises independent judgment in the resolution of administrative problems.

  

Specific duties & responsibilities:

 

  • Provides high-level administrative support for the Division of Infectious Diseases for the JHU/JHH Divisional leadership, including the Clinical Chief.  Manages high-level projects in the Division of Infectious Diseases
  • Maintains multiple clinical calendars/schedules, makes complex travel arrangements, processes travel and expense reimbursements, arranges and prepared for meetings, takes, distributes, and maintains  minutes of meetings, prepares and edits general correspondence and required reports, and maintains confidential information and files.
  • Coordinates major divisional activities and social events including developing program agendas, scheduling speakers, producing publication materials, and managing communications.
  • Coordinates and oversees multiple projects (i.e., telephone cost reduction project) including review of all costs incurred, equipment and services need in order to reduce costs and increase revenue for the Department.
  • Coordinates on-boarding of new staff hires to include setting up work area, ordering business cards, ordering lab coats, adding employee to relevant lists (copier, e-mail, etc.), ordering technology equipment (computer, phones, etc.) and software.
  • Coordinates and oversees logistics for renovation of outpatient facilities and laboratories and relocation of faculty and staff into renovated facilities.
  • Coordinates faculty annual review process and Divisional reviews (schedules meetings with Director, distributes review documents, obtains necessary signatures, tracks data).
  • Coordinates faculty reappointments and promotions process (tracks appointment and promotion dates, updates/formats CV, prepares letters of recommendation for review, prepares packets for submission to committee and Board, tracks requests, responds to requests for additional information in a timely manner).
  • Triages complaints and requests directed to the Director and handles them accordingly. Directs these requests to managers and Administrator if necessary.
  • Provides administrative support as needed for various Departmental executive committees. This includes preparing agendas, preparing meeting materials, taking detailed minutes, and other duties as needed.
  • Works with SOM Design and Construction Office to maintain space database for ID Division. Assists Administrator with space allocation and space moves.
  • Assists Research Analysts in carrying out administrative tasks necessary for smooth operation of grants and projects.
  • Uses the network and a variety of software programs to create and organize quality graphs, charts, technical documents, tables, spreadsheets, manuscripts, and required reports.
  • Prepares executive-level reports for upper management. Produces multiple reports and summaries as assigned and requested.
  • Composes and/or prepares documents for content, quality, and style, turning rough drafts into sound finished documents.
  • Prioritizes telephone messages. Triages and directs calls and messages coming into the Divisional Office and handles as appropriate.
  • Coordinates daily, weekly, monthly, and annual calendars for Directors, especially the Clinical Chief, and Administrator.  Exercises independent judgment to rank and prioritize meeting requests and time lines.
  • Coordinates national and international travel for faculty, including complex travel plans.
  • Exercises independent judgment in prioritizing meeting schedules and preparing timelines. Initiates, develops and prepares agendas, prepares and distributes materials. Provides follow-up information regarding committee actions and decisions. Maintains records via compilation of the minutes of meetings, prepares handbooks and procedures manuals.
  • Tracks filing and correspondence.  Maintains confidentiality of documents and files.
  • Greet and assists visitors.

 

Education:

 

High School Diploma or GED required. Bachelor’s degree preferred.

 

Qualifications: 

 

Five years progressively responsible administrative experience required. Additional education may substitute for required experience, to the extent permitted by the JHU equivalency formula.

 

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.

Special Knowledge, Skills, and Abilities:

Proficiency in MS Word, Excel spreadsheets, PowerPoint presentations, e-mail communications, electronic calendaring, transcription, excellent spelling and grammar, excellent interpersonal and organizational skills, ability to handle multiple complicated tasks, prioritization skills. Ability to operate PCs, printers, faxes, copiers, shredders, scanners, and multi-line phone system.

 

Must have the ability to coordinate multi-faceted types of work. Excellent typing, communication and medical terminology skills are necessary. Related work experience in medical field. Excellent organizational and multi-tasking skills. This is a highly visible position in the Division suite. We desire a mature, professional individual with good judgment and the ability to remain calm in stressful situations.

 

 

Classified title:  Sr. Administrative Coordinator

Role/Level/Range: ATO/3/OF

Starting Salary Range: $40,019 – $55,058 (commensurate with experience)

Employee group: Full-Time

Employee subgroup: Non-Exempt

Schedule: Working 40 hours per week; Monday-Friday 8:30am – 5:00pm

Location:  Johns Hopkins East Baltimore Campus 725 N Wolfe Street

 

 

 

 

The successful candidate(s) for this position will be subject to a pre-employment background check.

 

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 HR Business Services Office at jhurecruitment@jhu.edu. For TTY users, call via Maryland Relay or dial 711.

 

The following additional provisions may apply depending on which campus you will work.  Your recruiter will advise accordingly.

 

During the Influenza ("the flu") season, as a condition of employment, The Johns Hopkins Institutions require all employees who provide ongoing services to patients or work in patient care or clinical care areas to have an annual influenza vaccination or possess an approved medical or religious exception. Failure to meet this requirement may result in termination of employment.

 

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.

 

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

 

EEO is the Law
Learn more:
https://www1.eeoc.gov/employers/upload/eeoc_self_print_poster.pdf
Important legal information
http://hrnt.jhu.edu/legal.cfm

 

School of Medicine - East Baltimore Campus

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