Classified Title: Sr. Administrative Coordinator Working Title: Sr. Administrative Coordinator Role/Level/Range: ATO 37.5/03/OF Starting Hourly Pay Rate Range: $19.62 - $27.00/ commensurate with experience Employee group: Full Time Schedule: [[Monday - friday, 8:30a - 5:00p / 37.5 hrs per wk]] Exempt Status: Non-Exempt Location: 06-MD:School of Nursing Department name: 10001255-Academic Affairs Personnel area: School of Nursing
The Sr. Administrative Coordinator (SRA) position provides complex administrative support to the Associate Dean of Teaching and Learning and Associate Dean of Clinical Practice Partnerships.
Specific Duties & Responsibilities
Coordinates special projects
Manages, updates, and maintains Outlook calendar for Associate Dean
Manages and coordinates workshops for Associate Dean
Prepares meeting materials and itineraries
Tracks and reconciles expenditures
Provides proofreading and editing for spelling, grammar, and punctuation of correspondence, scholarly articles, and web postings authored by the faculty members and prepares final version for signature and/or dissemination.
Type routine correspondence and reports from dictation or handwritten copy.
Answer telephone, screen callers, relay messages, and greet visitors
Pick up and deliver materials as required
Screens and routes communication, including sensitive and confidential information, requiring knowledge of office projects, personnel, and constituencies.
Constructs list of references for academic papers
Assists with grant preparation
Maintains records through filing, retrieval, retention, storage, compilation, coding, updating and destruction
Knows the formal and informal SON goals, standards, policies and procedures, which may include some familiarity of other departments within the school/division
Is sensitive to the interrelationship of both people and functions within the school
Coordinates the flow of business in a diverse environment
Initiates, coordinates and monitors status of projects, communicates information and requests on behalf of the Associate Dean
Supports and staffs SON task forces and other working groups as assigned
Reserves rooms and AV support for meetings
Take minutes for committee meetings in a timely manner and post meetings minutes, including organizing and updating Wiki site, folder access or box as needed
Manage calendar invites, provides agendas and other material for committee meetings
Create agendas for committee meetings, including collecting agenda items and documents from committee members, building timeline and distributing agenda in a timely manner. Coordinate, track , and communicate online
Make travel and accommodation arrangements for Associate Dean
Proactively coordinates plans and organizes project deadlines and/or deliverables
Resolves sensitive and organizational issues affecting multiple projects
Independently make decisions regarding the interpretation of data and information to be used for presentations, compilation and preparation of reports and identification of issues which require the Associate Dean's immediate attention
Reconcile monthly financial statements with invoices and supporting documentation.
Ensures all transactions are recorded, approved and paid according to University and other applicable policies
Provides administrative support for mid-year and annual faculty reviews.
Coordinates planning of Faculty Task Force Groups
Additional Duties: Teaching & Learning
Manage workshops (peer review, monthly meetings relative to teaching)
Manages school wide joint and adjunct appointment database (temporary will move under Associate Dean for faculty)
Data analysis: summarizes and reports data in table and graph form
Analyze and compile appropriate data when needed. Educational data/program effectiveness
Provide regular EBI summary reports by track, program, and school by year and store these reports in the R drive
Prepare an excel document with individual track, program, and school summary reports with factor and sub-scale scores and mean total scale scores by program and bar charts with mean subscale scores and total scores by course by year.
Prepare report for student grade summaries by individual track and program
Organize seminars and workshops for faculty development including preparing materials, correspondence and communication with university and external partners, reserving conference rooms, requesting catering, request parking for guest speakers and visitors
Support faculty teaching peer-evaluation process
Additional Duties: Clinical Practice
Organize, coordinate NP/CNS Preceptor Meetings
Make travel and accommodation arrangements for faculty
Pre licensure site reservation / requests
Maintain Exact Database
Help plan annual Preceptor event:
Build planning schedule and communicate to MARCOM and other necessary departments.
Select date and confirm the date is held on Dean, Executive Vice Dean, and other leadership's calendars.
Work with MARCOM to create Save the Date and invitations and coordinate sending to guests.
Plan programming for the evening, secure free parking for guests, and create event materials (certificates, programs, handouts for workshops).
Liaise with events team to plan menu and floral arrangements.
Facilitate application and requirements to offer CE workshops and ensure all paperwork is complete.
Prepare script for presenters.
Reserve rooms and plan space, coordinate room set up with events team.
Communicate with guests (provide directions and parking map, respond to questions).
Manage RSVPs for reception and each of the workshops.
Build guest list, create check-in sheet.
Coordinate with faculty, MARCOM, and guest speakers regarding the agenda and flow of the evening.
Secure and oversee student and staff volunteers.
Send announcements to students regarding creating a video for their preceptors, create power point for background, coordinate with multimedia to record students in the green room.
Work with MARCOM in ordering gifts, finalizing the video for presentation and booking a photographer for the evening.
Provide acknowledgment letters for donations.
Send thank you to all volunteers.
High School Diploma/GED.
5 years progressively responsible administrative experience.
* JHU Equivalency Formula: 30 undergraduate degree credits (semester hours) or 18 graduate degree credits may substitute for one year of experience. Additional related experience may substitute for required education on the same basis. 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 preferred
Special Knowledge, Skills, and Abilities
Experience working on a wide variety of special projects and special assignments.
Excellent oral and written communications skills and computer skills.
Sound judgment and independent decision making ability.
Experience dealing with senior- or executive-level individuals and confidential or sensitive information.
Highly organized with ability to manage and prioritize multiple projects and to work within a cross functional environment.
Must have demonstrated experience and facility in a range of computer programs and technology tools such as MS Office (Word, Excel, PowerPoint), Zoom/Skype, Box.com.
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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