The Sr. Administrative Coordinator provides complex administrative support to the Division Chief and Administrator of Cardiology and acts as the center point of contact between management, PI's, division contacts, finance and administration. Independently manage projects, develop and maintain positive working relationships internally and externally to the department, the University, and with all those they personally encounter including University representatives, faculty, staff, and students. The Sr. Administrative Coordinator provides administrative support for clinical and research training programs. This position is responsible for a wide variety of job duties to support recruitment, appointment/credentialing, budget, T32 grant, and complex administrative duties. Functions as a team member with Johns Hopkins School of Medicine program faculty and staff, personnel at external institutions, accrediting and boarding bodies to support, coordinate, and advance the Division's programs. Additionally, this position coordinates major donor visits, special guests, visitors and speakers for the Division and liaises with Deans Office, JHH president's office, and DOM leadership.
Specific Duties & Responsibilities
The Sr. Administrative Coordinator ensures smooth management of the day to-day administrative operations of the Division and is expected to act as an information resource and provide assistance for Director, faculty, administration and staff as well as contacts from outside the Department.
Exercises independent judgment, maintains high-level of confidentiality, demonstrates initiative and public relations skill, multi-tasks, and manages many competing priorities.
Coordinates complex meetings, prepares and distributes meeting materials and agendas.
Manage the Director's electronic calendars for multiple meetings and manage frequent requests. Resolve scheduling conflicts.
Ensure that the Director is prepared for travel, meetings and appearances by coordinating, collecting, and providing materials in a timely fashion.
Develop or revise filing system to maintain academic, administrative, donor, VIP and other relevant files and record keeping systems.
Arrange special luncheons and dinners, catering, invitations, room arrangements, schedule conferences, banquets and other special functions for visitors for the Division,
Responsibility for staffing various projects and meetings: ensuring event/meeting logistics, confirming attendance, taking minutes, noting milestones for the project and disseminating to participants
Applies strong writing skills to draft, proofread, and edit a variety of written materials such as letters, other correspondence, and presentations.
Submit travel reimbursements and invoices through the SAP system.
Compile data for preparation of various periodic ad hoc reports.
Work on special projects as requested.
Provides complex administrative support to the Director including report preparation, proofing and editing.
Works independently and able to prioritize workloads as needed to meet competing deadlines in a fast paced often stressful environment.
Coordinate national/international travel arrangements; prepare and submit expense reports and annual summaries.
Organize and maintain electronic files of correspondence
Monitor, maintain and order office supplies and small office equipment,
Demonstrate highly developed oral and written communication and interpersonal skills, pleasant demeanor and professional attitude.
Demonstrates the ability to represent the Division effectively and professionally.
Demonstrate flexibility and re-establish priorities and work plans to compensate for unanticipated changes in work volume to adequately meet departmental needs as deemed necessary.
Demonstrates the ability to relate well and work with all levels of staff.
Demonstrates the ability to manage multiple projects simultaneously to meet deadlines.
Consistently uses discretion when discussing confidential matters.
Coordinates case conferences, weekly fellows conference, grand rounds, and other meetings as required
Locate and compile information and format reports, graphs, tables, records and other sources of information; assemble and categorize data for written computation and calculations.
Manage and maintain the Division's website. Gather information from stakeholders, communicate changes and updates, write blog communicating pertinent information
Must be organized and able to appropriately prioritize responsibilities in a fast-paced environment.
Routinely deal with highly sensitive information and material maintaining an atmosphere of strict confidentiality.
Plan, coordinate and/or support routine and special events, activities, meetings, seminars, presentations and help host visitors; this includes but is not limited to: reserving rooms or venues, setting up, tearing down and cleaning rooms, ordering or purchasing and setting up food and supplies, and audiovisual set-up or coordination; schedule meetings for various individuals or groups of staff by finding dates, times and meeting space and communicate appropriately
Performs other duties as required.
Minimum Qualifications (Required)
High School Diploma/GED.
Five (5) years progressively responsible administrative experience.
Additional education may substitute for required experience, to the extent permitted by the 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 the 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. *
Classified Title: Sr. Administrative Coordinator Working Title: Sr Administrative Coordinator Role/Level/Range: ATO 40/E/03/OF Starting Hourly Pay Rate Range: $19.82 - $27.27 / Commensurate with Experience Employee group: Full Time Schedule: Monday - Friday, 40 hrs per week Exempt Status: Non-Exempt Location: 04-MD:School of Medicine Campus Department name: 10002805-SOM DOM Cardiology 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.
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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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