The Sr. Administrative Coordinator will provide complex administrative support (including developing, implementing, and maintaining appropriate office protocol and organization; competently executing or organizing day-to-day administrative tasks; and drafting, editing, and typing various types of correspondence and reports) to the Administrator and the Vice Chair of Clinical for the Department of Physical Medicine and Rehabilitation. This position will represent the Senior Leadership Team 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; interpret operating policies of the University and the Hospital; and exercise independent judgment in the resolution of administrative problems. The incumbent will perform duties of a sensitive and confidential nature.
Specific Duties & Responsibilities
Manages Special projects as directed by Department Chair, Vice Chair and Administrator, including preparing for the annual national and regional conference and coordinating Departmental outreach activity.
Responsible for independently managing a conflict-free calendar of meetings and appointments for the Administrator and Vice Chair of Clinical, including health system, clinical and outside commitments; organize high-level meetings with constituencies as required; anticipate schedule conflicts and take initiative to resolve them in a timely manner.
Coordinate major activities and social events including developing program agendas and materials, including community advisory board, and health system meetings. Coordinate scheduling, preparation, set up and logistics for these events/functions.
Sets up and prepares for internal meetings, preparation and distribution of materials and agendas.
Maintains files and prepares materials for external meetings including travel documents, itineraries, readings, speaker summaries, tax forms, and slide presentation handouts.
Prepares and edits: general correspondence, promotion letters, award letters, letters of support, weekly e-newsletter.
Triages complaints and requests directed to the Administrator and handles them accordingly. Directs these requests to the appropriate resources.
Enters reimbursements within 2 days of being given receipts, check processing.
Orders office supplies and other items.
Tracks expenses with detail to assist with budget analysis.
Answers telephones, screens callers, takes messages or refers questions to the appropriate staff, sorts incoming mail, and highlights priority items, updates staff lists, group email lists, and sets up mail boxes for new staff.
When needed, orders meals for meetings.
Makes travel and accommodation arrangements.
Picks up and delivers materials as required.
Maintains electronic and hardcopy records and stores them on shared drive or JHBox so they are accessible to the Administrator and other staff as appropriate.
Performs routine photocopying, filing and faxing; operates office equipment such as photocopier, fax machine, and calculator; coordinates the servicing of equipment; operates personal computer to access e-mail, electronic calendars and other basic office support software.
Creates lists of references, tables, charts, graphs, and PowerPoint presentations as needed.
Maintains electronic files of meeting minutes, articles, presentations.
Coordinates the receipt and processing of information for project management and reporting.
Collaborates with other members of the Department’s administrative team.
Performs miscellaneous related duties as assigned.
Minimum Qualifications (Required) High School Diploma/GED.
Five (5) years progressively responsible administrative experience.
Additional education may substitute for required experience, to the extent permitted by the * 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. *
Special Knowledge, Skills, and Abilities
Demonstrate careful judgment, a high level of discretion, and the ability to work independently.
Classified Title: Sr. Administrative Coordinator Working Title: Sr. Administrative Coordinator Role/Level/Range: ATO 40/E/03/OF Starting Hourly Pay Rate Range: $41,226 - $56,722/ Commensurate with Experience Employee group: Full Time Schedule: Monday - Friday, 8:00a - 5:00p / Exempt Status: Non-Exempt Location: 04-MD:School of Medicine Campus Department name: 10003114-SOM PMR Physical Med and Rehabilitation Personnel area: School of Medicine
The successful candidate(s) for this position will be subject to a pre-employment background check.
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