Classified Title: Sr. Administrative Coordinator Working Title: Sr. Administrative Coordinator Role/Level/Range: ATO 40/E/03/OF Starting Salary Range: $19.63 - $27.00 (commensurate with experience) Employee group: Full-Time Schedule: Working 40 hours per week; Monday-Friday 8:30-5pm Exempt Status: Non-Exempt Location: 04-MD:School of Medicine Campus Department name: 10002809-SOM DOM General Internal Medicine Personnel area: School of Medicine
The Sr. Administrative Coordinator will provide complex administrative support to the Director of the Division of General Internal Medicine (GIM) as well as act as coordinator of Faculty Affairs. This position will also coordinate administrative responsibilities for the Assistant Administrator as well. 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. Act proactively and independently, exercise good judgment, think creatively to manage complex projects and have the ability to work with multiple interruptions and still stay on task. May perform duties of a sensitive and confidential nature.
Administrative duties for the Division:
Manage high-level projects in the Division of GIM. Coordinate major divisional activities and social events including developing program agendas and materials.
Independently manages Division Director's calendar of meetings and appointment; organize high-level meetings with constituencies as required; make appropriate arrangements for meetings, independently compile and prepare materials, confirm meeting details and assist with communication and other details as needed rank and prioritize meeting requests and response times; anticipate schedule conflicts and take initiative to resolve them in a timely manner.
Provide administrative support as needed for various directors within the division (e.g. clinical directors, research director, and fellowship director) as needed.
Triages complaints and requests directed to the Director and handles them accordingly. Directs these requests to departmental managers and Administrator if necessary.
Coordinate faculty recruitment activities including arranging interviews/interview days with travel as needed
Coordinate faculty hiring processes, including academic and clinical appointments in conjunction with the Division Director and the Division Administrator.
Coordinate the JHH credentialing process for faculty and mid-level providers, working closely with DOM/JHH/JHSOM credentialing
Helps complete visa application and associated required documents for non-citizen hires
Conduct orientation (onboarding) of new employees and departure processing (off-boarding) as needed
Coordinate faculty reappointments and promotions, including twice yearly review of faculty appointments, scheduling meetings and preparing materials for reappointment reviews
Coordinate faculty annual reviews for all faculty, including scheduling the appointments and collecting the needed materials
Maintain and update a faculty database in Access for appointments, promotions, leadership training etc. Work closely with the communications specialist, database manager
Maintain and update divisional list servs for various groups
Coordinate divisional reviews by the Department, including finding and reserving space, helping develop the agenda, coordinating speaker and AV resources, collecting and organizing materials for presentation to reviewers
Coordinate special events planning, including an annual winter party and summer picnic, promotion celebrations etc.
Oversee or coordinate the work of other administrative staff as needed.
Provide general support to 90+ full-time faculty members, 200+ part-time faculty members and 10-15 fellows.
Prepare and edit divisional correspondence including emails, letters, memos, flyers and other correspondence for the Division Director.
Process reimbursements for divisional activities using SAP
Communicates with HR Generalist regarding hiring, disciplinary or payroll issues
Establish vendors, process vendor payments and invoices; purchase orders, shopping carts, reimbursements related to the division
Administrative duties for the Division Director:
Answer telephone, screen calls, relay messages, and greet visitors.
Open, sort and screen mail; maintain records; operate office equipment such as photocopier, fax machine, and calculator; coordinate the servicing of equipment; operate personal computer to access e-mail, electronic calendars and other basic office support software.
Process and track reimbursements for the Division Director using SAP
Pick up and delivers materials as required.
Make travel and accommodation arrangements.
Assist an experienced Sr. Research Service Analyst to carry out the administrative tasks necessary for preparing grant applications and ensuring smooth operation of funded projects
Work with project coordinators of grants and project for with Division Director is the PI.
Maintain and updated Directors CV, and Bio sketches.
Format manuscripts and chapters for submission.
Maintain and update references using RefMan or similar software as needed
Work with and assist the Program Director for the Brancati Center for the Advancement of Community Care on routine administrative tasks including scheduling and reimbursements
Administrative support for Division Assistant Administrator:
Schedule meetings and help with calendar management as needed
Assists with correspondence, lists, and other administrative duties.
Other duties as assigned
This position will provide back-up support for other key GIM programs, faculty and staff as needed, but in particular:
The GIM Fellowship Program, which may involve any of the following: collaborating with the Fellowship Director(s) to ensure program compliance within established accreditation regulations; identifying and responding to specific program needs; implementing policies, activities and action plans; arranging for hospital and university appointments, including clinical credentialing for fellows; providing support/coordination for training grants; advising fellows and fellowship directors on university policies and deadlines
The GIM Communication specialist, which may involve any of the following: developing content for GIM website; advertising and communicating about conferences and events; uploading presentation slides/handouts to SharePoint or other share drives; setting up for divisional conferences including setting up AV equipment and programs (e.g. Adobe Connect)
High School or GED required, and a minimum of five years progressively responsible related experience
Bachelor's degree preferred, and may substitute for some experience, to the extent permitted by the JHU equivalency formula.
Special Skills and Knowledge:
Ability to work independently, manage projects and determine priorities while maintaining a high degree of professionalism and confidentiality. Maintain effective and proactive communication with faculty, staff, fellows, administrators and students as required. Must work closely with all levels of personnel within Johns Hopkins entities on a variety of issues including matters regarded as confidential and sensitive. Strong organizational skills with the ability to manage several projects simultaneously. Strong computer skills to include proficiency in: Microsoft Suite (Word, Outlook, Excel, PowerPoint, Access), Adobe professional, SAP, Qualtrics, and routine internet usage. Excellent writing and verbal skills.
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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