About the Team: The Johns Hopkins Medicine Technology Innovation Center (TIC) is uniquely positioned within Johns Hopkins to help design, build, and deploy novel enterprise, departmental, and clinical applications that strive to improve workflow, outcomes, and patient care. Our applications focus on turning data and algorithms into useful visualization tools, improving workflows such as patient hand-off, rounding, and cross-team collaboration, and helping patients with medication adherence, data gathering, and overall clinical education. Our team frequently works with data from multiple sources including our Enterprise EMR (Epic), researcher curated data, and other IT systems.
General Summary/Purpose: The administrative coordinator will provide support to the Johns Hopkins Medicine Technology Innovation Center team. This individual coordinates activities across the office, including scheduling, office management, and reception services for over 30 staff members. The coordinator interacts frequently with high-profile visitors from clinical, academic, and industry backgrounds and also assists with management and communications in relation to the TIC’s leadership programs. The coordinator has the opportunity to explore professional software development in a healthcare setting through assistance on design and software projects and to individual staff members.
Manage calendars of departmental directors, managers, and staff to effectively schedule meetings. Prepare meeting rooms, coordinate guest arrivals, distribute meeting materials and take notes during some meetings.
Organize and maintain meeting resources including conference room bookings, conference lines, teleconferencing systems, etc.
Coordinate external VIP visits to the department including time/location, itineraries, biographies, travel assistance, local recommendations, and assisting with agenda creation.
Maintain office supplies by checking inventory, placing orders, and stocking. Manage staff technology requests and orders.
Maintain office equipment including printer, coffee machine, screen displays, desk phones, etc.
Book conference and meeting travel arrangements for directors, managers, and staff including air, hotel, and car rentals through institutional travel booking services.
Process PO/ invoice payments as well as submits reimbursement requests for directors, managers, and staff through enterprise financial system.
Support department-hosted leadership programs and events including location and catering logistics. Participate in weekly sessions, serving as support for speakers, program, and event managers.
Assists in the training and onboarding of new staff members, maintain office information boards and screens and ensure they are up-to-date.
Provide receptionist services including answering calls, greeting/guiding visitors, parking validation, package receiving, etc.
Coordinate office repairs, maintenance, and cleaning as well as badge requests with building supervisors.
Organize inter-office activities and communications, including team notifications, celebrations, all-staff meetings, etc.
High School Diploma/GED.
Three (3) years related experience.
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. 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.
Special Knowledge, Skills, and Abilities:
Proficiency with Microsoft Office.
Customer service experience is preferred.
Experience with SAP is a plus.
Previous experience with Academic/Medical institutions is a plus.
Any Specific Physical Requirements for the Job:
Must be able to sit or stand for long period of time and operate personal computer, telephone, scanner, and copier machine
Classified Title: Administrative Coordinator Working Title: Administrative Coordinator Role/Level/Range: ATO 40/E/02/OE Starting Salary Range: $17.42 - $23.95 per hour Employee group: Full Time Schedule: Monday-Friday, 8:30am-5:00pm Exempt Status: Non-Exempt Location: 04-MD:School of Medicine Campus Department name: 60007476-IT@JH Technology Innovation Center Personnel area: University Administration
The successful candidate(s) for this position will be subject to a pre-employment background check.
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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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