Provides administrative and clinical support to the Chief of Minimally Invasive Surgery and fulfills administrative duties to support the overall office. This position will be the first point of contact to the Minimally Invasive Surgery Division (the Division) for all constituents. The Sr. Administrative Coordinator will serve as a liaison with other University Departments, medical center departments, and external organizations. Sr. Administrative Coordinator will work in a fast paced and demanding environment and must be able to function independently.
Specific Duties & Responsibilities
Participate in the preparation of the medical records or research documentation, budget, administrative, and regulatory documents for patient records, grant proposals, clinical or research protocols, and/or contractual agreements.
Manage the Chief’s electronic calendars for multiple meetings and manage frequent requests.
Resolve scheduling conflicts.
Ensure that the Chief is fully prepared for meetings and appearances by coordinating, collecting and providing materials to participants in a timely fashion.
Develop or revise filing system to maintain academic, administrative, donor, VIP and other relevant files. Maintain files and record keeping systems
Plan and coordinate meetings/events which involve securing venues as well as coordinating travel, hotel, reimbursement and payment of honoraria for guest lecturers as well as developing itineraries for guests/potential faculty recruits
Work on special projects as requested.
Coordinate, schedule and send reminders all divisional meetings and meetings hosted by the chief.
Prepare and edit presentations, slides, manuscripts, reports, and emails as requested.
Helps coordinate and document management, narrative and statistical reports for private and government agencies.
Grant preparation, including NIH grant applications or other funding grants.
Compile data for preparation of various periodic ad hoc reports
Relay messages and greet visitors to the Division
Make travel and accommodation arrangements for Chief and visitors
Machines and/or equipment used on the job include a PC, laptop, phone, fax, copier, scanner, printer, LCD projector, and transcription equipment
Renew licenses and memberships for Chief as needed.
Prioritize workloads as needed to meet competing deadlines
Perform other duties and special projects as assigned
Provide support for faculty's activities with national societies, research projects, and scholarly publications and presentations, serving as a liaison between department and vendors, other departments, and outside organizations. Support includes, managing references, maintenance of a list of continuing medication education (CME) activities and maintenance of a current curriculum vitae (CV).
Perform a wide variety of administrative support to faculty and staff as required with regards to special projects and items; know the formal and informal Institute goals, standards, policies and procedures. Create, maintain, & analyze electronic and paper record keeping systems including retrieval, retention, storage, compilation, updating, and destruction of files; creating new systems or revising established procedures as needed.
Locates and compiles information and formats reports, graphs, tables, records and other sources of information. Assembles and categorizes facts and figures for written computation and calculations.
Assists with special events planning.
Operates personal computer to access email, electronic calendars, and other basic office support software. SAP/Concur transactions including order of supplies (Shopping Cart) and submitting reinbursements. Uses various software applications, such as spreadsheets, relational databases, statistical packages, and graphics packages to assemble, manipulate and/or format data and/or reports. Utilizes Internet to search for information, contacts for research, and clinical consultation, international contacts for teaching and travel.
Needs to know the campus locations, travel to many buildings to deliver documents and important materials each day.
Demonstrate utmost professional behavior as the representative of the Division
Is expected to provide the highest level of compassion, empathy, and customer service to patients and their families
Post surgeries, coordinate and schedule testing and clinic visits.
Answer patient calls and triage where needed. Answers patient medical questions where appropriate and determines if physician/nurse response is required. May perform duties of a sensitive and confidential nature, therefore the position requires an immense degree of discretion and tact.
Is expected to act as an information resource and provide assistance for faculty, Department manager, trainees and staff as well as contacts from outside the Department.
The qualified candidate must demonstrate the ability to communicate on a professional level, act appropriately and effectively with all levels of staff, exercise good judgment, and think creatively to manage complex projects and to resolve operational issues.
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. *
Bachelor’s degree strongly preferred.
Special Knowledge, Skills, and Abilities
Requires experience using Microsoft office suite applications, managing multi-line phones,
Knowledge of SAP system, accounts payable; and some grant & manuscript preparation.
Must have strong organizational skills, ability to complete tasks, be detail oriented, and have the ability to work with minimal supervision.
Classified Title: Sr. Administrative Coordinator Working Title: CO 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, 7:30a - 4:00p / 40 hrs per week Exempt Status: Non-Exempt Location: 04-MD:School of Medicine Campus Department name: 10003968-SOM Sur Ravitch Colorectal 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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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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