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Job Req ID:  9890

Sr. Administrative Coordinator

General Summary

 

The Associate Vice Dean, JHACH in supporting the integration and evolution of All Children’s Hospital into JHM which will require the development and management of education, clinical, and research programs impacting Johns Hopkins All Children’s Hospital (ACH) with nexus occurring both in St. Petersburg, FL and Baltimore, MD. 

 

This position is responsible for providing administrative support to management in the development and implementation of these programs and is located in St. Petersburg, FL.

 

This position is responsible for business logistics, administrative support for academic program managers with respect to travel planning and coordination, business reimbursements, faculty initial credentialing process and annual reappointments, faculty PTO (vacation, professional meetings, etc.), professional licenses, meeting and society memberships, and coordinating activities at the St. Petersburg, FL location.

 

The position requires attention to detail, sound communication/interpersonal skills (oral and written) as well as commitment to customer service both internal and external. 

 

Some travel to  JHU may be required for business and or training  for self and also to assist in the training of JHACH personnel in the use of the JHU SAP and BW systems for purchasing, reimbursement process and account reconciliation.

 

Duties & Responsibilities

 

  • This position is responsible for working with staff in the OVD in Baltimore in coordinating and arranging multiple meetings and conferences for FL based faculty. 
  • Scope of responsibilities will include arranging meeting location, travel, lodging and food including working through any logistical issues for travelers.  
  • Specific activities will include but are not limited to the coordination of visits of Faculty (JHM and JH ACH), staff (JHM & ACH) and research students), conference planning, meeting planning, educational programs, etc. 
  • This position is responsible for proper use, security and financial accounting/reconciliation of department expenses and cost centers.
  • This position is responsible for preparation of all travel/expense reports of FL based JH full time faculty and staff including but not limited to ensuring receipt of original source & disposition/accuracy of form/original signature, obtaining appropriate signatures and sending to the Office of the Vice Dean for approval, input into SAP and reconciliation via the monthly BW statement reconciliation process. 
  • In support of the Associate Dean (executive sponsor), Academic Program Managers and Sr. Director of JHACH Institutes and Department, this position coordinates FL based JHU Faculty recruitment including advertising on web-based advertising sites, tracking of responses to position postings and coordinating applicants’ information for search committee meetings.  
  • Support entails arranging interviews (for FL site) and in conjunction with OVD staff in Baltimore for all selected candidates’ travel to Baltimore.  
  • Works with the Executive sponsor(s) in coordinating and tracking interview feedback from interviewers.  Maintaining the highest level of confidentiality in all aspects of the process.
  • In support of the Associate Dean, Academic Program Managers and Sr. Directors of JHACH Institutes and Department this position coordinates with FL based JHU Faculty’s academic department the initial credentialing process and on boarding required for a faculty appointment and payroll set up. 
  • Formatting of faculty candidate CVs, transmittal sheets, EEO paperwork (when applicable), draft of recommendation letters and ensuring completion of nomination manager for associate and professorial level candidates.
  • This position works with management team to create agendas and prepare meeting materials for team tracker and staff meetings as requested.
  • Will attend some meetings to take minutes and to follow through with any action items that can be done independently,  assists others to complete items where possible, and will monitor and follow-up on action items.
  • This position carries out and completes special projects and assignments. Examples may include: identifying administrative/financial software to automate/streamline business functions, developing travel policies, developing departmental policies, and developing ways to streamline administrative activities. 
  • In support of the Associate Dean and Academic Managers this position monitors non-sponsored operating budgets and non-salary expenses, assists with the reconciliation of  non-sponsored operating budgets, prepares and inputs needed Non-Payroll Cost Transfers (NPCTs) in conjunction with or requested by Director, of Academic System Planning and Development (OVD-JHU) and participates in budget/forecast development for non-sponsored operating expenses.
  • This position provides general expense information as needed to research Faculty or Core/Institute Directors as needed for research grant/contract application and or needs of research operations (i.e. estimates of travel costs, copying costs, telephone/cell phone costs etc.)
  • Under the direct supervision of the Academic Program Managers this position submits SAP security role access requests (new/revised/removal), IT password requests, SAP Roles and HR Requisitions for Associate Dean’s review and approval.
  • Will be responsible for compliance with institutional policies, procedures and regulations.
  • Will be expected to perform other activities as assigned.
  • Will continue to attend and complete JHU Supervisory training workshops/courses as part of career development plan to provide direction/supervise administrative interns and/or temporary staff.

 

Qualifications

 

High school diploma/GED, and minimum of five years progressively responsible experience. Requires working thorough working knowledge of SAP & BW and various software applications (e.g. Microsoft e-mail, Excel, Word, Access, Visio). 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. 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.

 

Preferred qualifications

 

College degree preferred. Prior experience in an academic setting preferred, preferably in a clinical and/or clinical & research environment.  Preferred knowledge of SAP or other similar academic business system.

 

Special knowledge, skills, and abilities

 

Preferred knowledge SAP or similar academic business systems and software.

 

Technical qualifications or specialized certifications

 

Requires working thorough working knowledge of SAP & BW and various software applications (e.g. Microsoft e-mail, Excel, Word, Access, Visio)

 

Any specific physical requirements for the job

 

Possible lifting up to 25-35 lbs boxes, files, etc.

 

 

 

 

Classified title: Sr. Administrative Coordinator

Role/Level/Range: ATO/2/OF

Starting Salary Range: $19.24 - $26.47

Employee group: Full time

Schedule (hours/days): Monday-Friday, 830am-5pm

Employee subgroup: Non-Exempt

Department name: All Children’s Hospital

Work Location: 501 6th Ave South – St. Petersburg, FL

Personnel area (School): SOM

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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