This position provides administrative support and general office management duties to the Division of Pediatric Anesthesia
Serve as the lead administrative coordinator for the following:
Division Chief of the Pediatric Anesthesia Division
30-35 faculty members within the division
3-5 Senior Staff – Nurse Practitioners
Greet visitors; opens, sorts, screens mail; prepares agendas for meetings, takes minutes for meetings
Communicates with the required internal and external departments to ensure that required procedures are followed
Provide basic technical support, troubleshooting, and resolution
Oversee and manage the pediatric anesthesiology office operations and workflows. Develop and implement initiatives, workflow processes and procedures
Specific Duties & Responsibilities
Arrange complex and detailed travel plans for both domestic and international travel through the identification of the most suitable travel services to include visa preparation, meeting registration, lodging, and transportation needs.
Schedule travel, create itineraries and communicate with guests and their respective administrative team to coordinate Hopkin’s visits by guest speakers, interview candidates and other visitors
Create agendas and prepare meeting materials for divisional meetings as requested. 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 monitor and follow-up on action items.
Generate shipping labels and provide mailing supplies for research specimens and laboratory equipment
Assist the research team in ordering supplies for clinical/research studies
Maintain all financial accounts and affairs via SAP, NEXUS, and Concur for the faculty and nurse practitioners: reimbursements, memberships, books, parking, meetings, presentations, abstracts, etc.
Order office supplies and any ad hoc supplies used by staff (including: business cards and presentation materials)
Manage office suite conference room reservations schedule via Outlook.
PedsACCM Large Conference- Bloomberg 6326
PedsACCM Small Conference- Bloomberg 6368
Track, maintenance and supply A/V equipment for departmental meetings
Generate, prepare and analyze various data reports
Schedule interdepartmental and non-JHU meetings and maintain several faculty schedules
Compose, draft, proof and/or distribute letters and documents
Prepares institutional/agency forms and submits license/membership applications in a timely manner Financial:
Processing and maintenance of all invoices and expenditures, including travel reimbursements, vendor orders and supply ordering through SAP
Investigate missing payments and correct discrepancies
Manage the financial activities for the division, developing strategies with the division chief for establishing and utilizing the division’s discretionary funds
Provide, review and analyze monthly analysis reports for faculty’s yearly professional accounts
Responsible for monitoring the monthly divisional operating budget and submitting and reconciling faculty personal allotment accounts, including reimbursement submissions, vendor check requests and purchase orders; Run analysis reports to ensure accurate accounting practices requiring knowledge of finance policies, procedures, and systems within the department to ensure accuracy and compliance
Process new vendor acquisition documentation
Develop project plans for identified opportunities. Leads project execution, monitor project progress and modify action plans accordingly; organize catering and coordinate logistics for these events/functions.
Reconcile all meeting/event invoices in SAP
Monitor project progress and modify action plans accordingly
Plan, organize and manage logistics for research, divisional and departmental meetings and events such as research symposiums/seminars, faculty retreats, etc.
Assist in the planning and implementation of special projects as assigned by the Department Chair’s office through collaborative efforts
Design and create printed communications such as invitations, flyers, poster and other media
Manage the departmental weekly grand rounds on a rotational basis
On-board new faculty hires, volunteers, medical students, research/lab assistants, observerships and high school interns resources; designs and oversees orientation and training of new employees, trainees and volunteers, serving as the point person during the hiring and training process
Complete faculty tasks including but not limited to PDRs, initial and reappointments/credentialing
Create, update division schedule
Process vacation requests
Process OR reassignments
Assist with the distribution of radiation badges to maintain compliance with Joint Commission
Assist with Coordination of Grand Round Speaker Site Visits
Coordinate and provide various office services, e.g., purchasing, records control, office moves/renovations, repairs and maintenance
Function as liaison of professional activities, responsibilities, duties and obligations in the event of absence in the division
Mentor and train incoming coordinators in various office workflow policies and procedures as appropriate
Will be responsible for compliance with institutional policies, procedures and regulations
Will be expected to perform other activities as assigned
Scope of Responsibility: Knows the formal and informal departmental goals, standards, policies and procedures. Is sensitive to the interrelationship of both people and functions within the department.
Decision Making: On a regular and continuous basis, exercises administrative judgement and assumes responsibility for decisions, consequences, and results having an impact on people, costs, and/or quality of service within the functional area.
Communication: Exchanges non-routine information using tact and persuasion as appropriate requiring good verbal and written communication skills.
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. *
Classified Title: Sr. Administrative Coordinator Working Title: Sr. Administrative Coordinator Role/Level/Range: ATO 40/E/03/OF Starting Hourly Pay Rate Range: $19.82 - $27.26 /Commensurate with Experience Employee group: Full Time Schedule: Monday - Friday, 8:30 AM - 5:00 PM / 40 hrs per week Exempt Status: Non-Exempt Location: 04-MD:School of Medicine Campus Department name: 10002728-SOM Ane Pediatric Anesthesiology Personnel area: School of Medicine
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 email@example.com. 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.
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