Reporting to the Division Ambulatory Services Manager, the Sr. Administrative Coordinatorwill provide complex administrative andproject 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 asappropriate in communicating professionally with faculty,administrators,staff,andexternalcontacts to respond to questions,resolveadministrative problemsand issues, andgatherdataasneeded.Interprets operating policies of the University and the Hospital.Exercisesindependentjudgment in the resolution of administrative problems.
Specific duties & responsibilities:
Provides high-level administrative support for the Division of InfectiousDiseases for the JHU/JHH Divisional leadership, including the Clinical Chief.Manages high-level projects in the Division of InfectiousDiseases.
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 activitiesandsocialeventsincluding developing program agendas, scheduling speakers, producing publication materials, andmanagingcommunications.
Coordinatesandoversees multiple projects (i.e., telephone cost reduction project)including review of all costsincurred, equipment and services need in order to reduce costsand increase revenue for the Department.
Coordinates on-boarding of new staff hires to include setting up work area,orderingbusiness cards, ordering lab coats, addingemployee to relevant lists (copier,e-mail, etc.), ordering technology equipment(computer, phones,etc.)and software.
Coordinatesandoverseeslogisticsforrenovationofoutpatientfacilitiesandlaboratoriesandrelocation of faculty and staff into renovatedfacilities.
Coordinates faculty annual review process and Divisional reviews (schedules meetings with Director,distributesreview documents, obtains necessary signatures, tracks data).
Coordinates faculty reappointments andpromotionsprocess(tracks appointment and promotiondates,updates/formats CV, prepareslettersofrecommendationforreview,preparespackets for submission to committee and Board, tracks requests, responds to requests for additionalinformation in a timely manner).
Triagescomplaintsandrequestsdirected to the Directorand handles them accordingly.Directs these requests to managersandAdministrator if necessary.
Provides administrative support asneeded for various Departmental executive committees. This includes preparing agendas, preparing meeting materials, taking detailed minutes, and other dutiesasneeded.
Works with SOM DesignandConstruction Office to maintain space database for ID Division. Assists Administratorwithspaceallocationand space moves.
Assists ResearchAnalysts in carrying out administrative tasks necessary for smooth operation of grants andprojects.
Uses the networkand a variety of software programs to createandorganize quality graphs,charts,technical documents, tables,spreadsheets, manuscripts, and required reports.
Preparesexecutive-level reports for upper management. Produces multiple reports and summaries as assigned and requested.
Composes and/orpreparesdocuments for content,quality,and style, turning rough drafts into sound finished documents.
Prioritizes telephone messages. Triages anddirects calls andmessages coming into the DivisionalOffice andhandlesasappropriate.
Coordinatesdaily,weekly,monthly,andannualcalendars for Directors, especially the Clinical Chief,and Administrator. Exercises independentjudgment to rankand prioritize meeting requestsand time lines.
Coordinatesnational and internationaltravel for faculty, including complex travel plans.
Exercisesindependentjudgment in prioritizing meeting schedulesand preparing timelines. Initiates,develops and preparesagendas,preparesanddistributesmaterials. Provides follow-up informationregarding committee actions anddecisions. Maintains records via compilation of the minutes of meetings,prepares handbooks andprocedures manuals.
Tracks filing andcorrespondence. Maintains confidentiality of documentsand files.
Additional education may substitute forrequiredexperience, to the extent permittedby the JHU equivalency formula.
30 undergraduatedegree credits(semester hours) or 18 graduatedegreecreditsmay substitute for one year of experience.Additionalrelated experience may substitute forrequirededucation on the samebasis.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.
SpecialKnowledge,Skills, and Abilities:
Proficiency in MS Word, Excelspreadsheets, PowerPoint presentations, e-mailcommunications,electronic calendaring, transcription, excellent spelling andgrammar,excellentinterpersonal and organizational skills, ability to handle multiple complicatedtasks, prioritization skills.
Ability to operate PCs, printers,faxes,copiers, shredders, scanners,and multi-line phone system.
Must have the ability to coordinatemulti-facetedtypesofwork.Excellenttyping, communication and medical terminology skills are necessary.
Related workexperience in medicalfield.
Excellentorganizational and multi-tasking skills.
This is a highly visible position in the Division suite.
We desire a professionalindividual with good judgmentand the ability to remaincalm in stressful situations.
Classified Title: Sr. Administrative Coordinator Working Title: Sr. Administrative Coordinator Role/Level/Range: ATO 40/E/03/OF Starting Salary Range: $19.82 - $27.27; commensurate with experience Employee group: Full Time Schedule: M-F 8:30am-5pm Exempt Status: Non-Exempt Location: 04-MD:School of Medicine Campus Department name: 10002813-SOM DOM Infectious Disease 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 firstname.lastname@example.org. 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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