Johns Hopkins University Baltimore , MD 21287
Classified Title: Sr. Administrative Coordinator
Working Title: Sr. Administrative Coordinator
Role/Level/Range: ATO 40/E/03/OF
Starting Salary Range: $19.62-$27.00
Employee group: Full Time
Schedule: M-F 8:30-5pm
Exempt Status: Non-Exempt
Location: 1830 E. Monument Street Room 421
Department name: 10002813-SOM DOM Infectious Disease
Personnel area: School of Medicine
Sr. Administrative Coordinator will provide complex administrative and project support to the Division of Infectious Diseases for Johns Hopkins Hospital (JHH) and the Johns Hopkins University (JHU). Represent the division 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. Exercise independent judgment in the resolution of administrative problems.
In addition, assist with Divisional projects such as space, facilitating moves, ID website updates, as well as serve as backup to the Credentialing Administrator and other divisional administrative coordinators. Work closely with an experienced Grants and Contracts Analyst to carry out the administrative tasks necessary for smooth operation of grants and projects.
Duties & Responsibilities
Provide high-level administrative support for the Division of Infectious Diseases for the JHU / JHH, Clinical and Division Director.
Manage high-level projects in the Division of Infectious Diseases.
Coordination of major divisional activities and social events including developing program agendas and producing publication materials.
Compose and/or prepare documents for content, quality, and style, turning rough drafts into finished documents.
Triages complaints and requests directed to the Director and handles them accordingly. Directs these requests to departmental managers and Administrator if necessary.
Provide administrative support as needed for various departmental executive committees. This would include agendas, meeting material, minutes, etc. for the meetings.
Coordinate and oversee multiple projects (ie: telephone cost reduction project) including review of all costs incurred, equipment and services need in order to reduce costs and increase revenue for the department.
Oversees logistics for renovation of outpatient facilities and laboratories and relocation of faculty and staff into renovated facilities.
Work with SOM Design and Construction office to maintain space database for ID Division.
Will assist an experienced Grants and Contracts Analyst to carry out the administrative tasks necessary for smooth operation of grants and projects
May assist with grant preparation and submission
Assist ID financial team with processing invoices, Independent Contractor payments, etc.
Uses the network and a variety of software programs to create and organize quality graphs, charts, technical documents, tables spreadsheets, manuscripts and reports needed.
Prepares executive level monthly reporting to upper management. Production of multiple reports and summaries that are requested.
Coordinates faculty annual reviews and divisional reviews.
Assist Division Director and Credentialing Administrator with gathering documentation for Faculty promotions, reappointments, offer letters, and Observers.
Prioritize telephone messages. Triage and direct, calls and messages coming into the Divisional Office and handle as appropriate where necessary.
Coordinate daily, weekly, monthly, and yearly calendars. Will exercise independent judgment to rank and prioritize meeting requests and time lines.
Exercise independent judgment in prioritizing meeting schedules and preparing a timeline. Initiate, develop and prepares agendas; and prepare and distributes materials.
Provide follow-up information regarding committee actions and decisions. Maintains records via compilation of the minutes of the meeting, prepares handbooks and procedures manuals.
Track filing and correspondence documentation.
Maintain confidentiality of documents and files.
Greet and assists visitors.
High School Diploma or GED required. Five years progressively responsible administrative experience required. 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.
Special knowledge, skills, and abilities
Proficiency in Word, Excel spreadsheets, PowerPoint presentations, e mail communications, electronic calendaring, transcription, excellent spelling and grammar, excellent interpersonal and organizational skills, ability to handle multiple complicated tasks, prioritization skills. Ability to operate PC, laser printer, fax, copier, shredder, scanner, and multi-line phone.
Must have the ability to coordinate multi-faceted types of work. Excellent typing, communication and medical terminology skills are necessary.
Related work experience in medical field, preferably urology background. Excellent organizational skills. This is a highly visible position in the divisional suite. We desire a mature, professional individual with good judgment and the ability to remain calm in stressful situations.
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 . 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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