The Administrative Coordinator will provide a high level administrative support to the Medical Director of the Department of Emergency Medicine, Associate Medical Directors, Director of Observation Services and other Faculty and Physician Assistants as needed. This role will coordinate office services, administrative activities, manages, coordinates and stays informed of all projects assigned to the Director as well as his Direct Reports. Interprets operating policies; exercises independent judgment in resolution of administrative problems, often acting in the stead of the Director. This role will also participate in the development of ad-hoc reports. Initiates and oversees organization and implementation of special projects. Represents the Director as appropriate in communicating professionally with his peers, staff and external contacts to respond to questions, resolve administrative problems and issues, and gather data as needed.
MUST have ability to organize all facets of position. This includes electronic file organization.
Conserves Director’s time by reading, researching, and routing correspondence; drafting letters and documents; collecting and analyzing information; initiating telecommunications.
Maintains Director’s appointment schedule by planning and scheduling meetings, conferences, teleconferences and travel.
Exercise independent judgment in prioritization of projects/events.
Initiate, develop and prepares agendas; prepare and distributes materials.
Provide follow-up information regarding committee actions and decisions.
Provide administrative support as needed for all director committees, i.e., tracks and assures assignments are on task.
Assembles and categorizes facts and figures for written computation and calculations.
Analyzes unit operation practices such as record keeping systems, creating new systems or revising established procedures.
Coordinates and implements office services such as purchasing, projects and budget accounting operations.
Ensures operation of equipment by completing preventive maintenance; troubleshooting malfunctions, calling for repairs, space and furniture is always in a state of readiness.
Interprets and communicates operating policies.
Operates personal computer to access e-mail, electronic calendars and other office support software.
Uses various software applications, such as spreadsheets, relational databases, and statistical packages and graphics packages to assemble, manipulate and/or format data and/or reports.
Contributes to team effort by accomplishing related results as needed.
Scope of Responsibility:
Knows the formal and informal department goals, standards, policies and procedures which may include some familiarity of other departments within the school/division.
Is sensitive to the inter-relationship of both people and functions within the department.
On a regular and continuous basis, exercises administrative judgment and assumes responsibility for decisions, consequences, and results having an impact on people, costs, and/or quality of service within the functional area.
Exchanges non-routine information using tact and persuasion as appropriate requiring excellent oral and written communication skills.
High School Diploma/GED
Three years of related 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. 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.
Two years of college and five years of related experience desired.
Proficient at SAP system preferred.
Technical Qualifications or Specialized Certifications:
Skilled level of competencies in Word, Excel, PowerPoint, and Outlook software.
Classified Title: Administrative Coordinator Working Title: Administrative Coordinator Role/Level/Range: ATO 40/E/02/OE Starting Salary Range: $17.42 - $23.95 (commensurate with experience) Employee group: Full Time Schedule: M-F; 8:30AM-5:00PM Exempt Status: Non-Exempt Location: 04-MD:School of Medicine Campus Department name: 10002842-SOM Em Med General Administration 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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