Sr. Administrative Coordinator will provide complex administrative and project support to the Department of Medicine (DOM), Bayview, for the Johns Hopkins University (JHU) and Johns Hopkins Bayview Medical Center (JHBMC). This position will also provide administrative support for the Bayview DOM Director and leadership team as needed. Represent the Administrator and finance team 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 JHBMC. Exercise independent judgment in the resolution of administrative problems.
This position reports directly to the Assistant Administrator to ensure smooth and efficient functioning for the department as a unit.
Provide high-level administrative support for the Department of Medicine (DOM) for the JHU / JHMBC, Administrator and Assistant Administrator.
Manage high-level projects in the DOM for the Administrator and Assistant Administrator.
Coordination of major DOM activities and social events including developing program agendas and producing publication materials.
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.
In collaboration with the Office of Policy Coordination, assists with the planning and implementation the monthly Research Integrity Lectures and broadcasts them to Bayview community.
Manages suite’s vacation calendar, out of office/sick day requests, supplies & ordering, payments & reconciliation, and ensures office reception coverage.
Coordinate Administrator’s daily, weekly, monthly, and yearly calendars.
Will exercise independent judgment to rank and prioritize meeting requests and time lines. Act as back-up for Director’s calendar and transcription as needed.
Oversee administrative coordination of DOM faculty and leadership recruitment efforts as requested by the Administrator.
Provide administrative support as needed for various departmental executive committees as chaired by the Department Director, Executive Vice-Chair and Administrator.
This would include agendas, meeting material, minutes, etc. for the meetings.
Coordinate and oversee multiple projects including review of all costs incurred, equipment and services need in order to reduce costs and increase revenue for the department.
Uses the network and a variety of software programs to create and organize quality graphs, charts, technical documents, table’s spreadsheets, manuscripts and reports needed by the Department Director, Executive Vice-Chair or Administrator.
Prepares executive level monthly reporting to upper management.
Production of multiple reports and summaries that are requested.
Provide administrative back up to the Director and Executive Vice-Chair’s offices (i.e. phones, special projects, etc) as needed.
Provides screening interview support for open administrative support staff positions within the DOM as requested.
Prioritize telephone messages left for the Administrator.
Triage and direct, calls and messages coming into the Administrator’s Office and handle as appropriate where necessary.
Triages complaints and requests directed to the Administrator and handles them accordingly.
Directs these requests to departmental managers and Administrator as needed.
Compose and/or prepare documents for content, quality, and style, turning rough drafts into finished documents on behalf of the Administrator.
Tracks & prepares credentialing folders for the Director’s signature; communicates with Credentialing Office at JHBMC.
Maintain confidentiality of documents and files.
High School Diploma or GED required.
Five (5) years progressively responsible administrative 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) may substitute for required 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.
Must have the ability to coordinate multi-faceted types of work.
Excellent typing, and communication skills are necessary.
Related work experience in academic or medical field preferred.
Excellent organizational skills.
This is a highly visible position in the Department Director’s suite.
We desire a mature, professional individual with good judgment and the ability to remain calm in stressful situations.
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.
Classified title: Sr. Administrative Coordinator
Working title: Sr. Administrative Coordinator
Role/Level/Range: ATO 40/E/03/OF
Starting Salary Range: $19.82 – $27.27 (commensurate with experience)
Department name: SOM DOM Bay General Admin Chairmans Office
Personnel area (School): SOM – 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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