The Sr. Administrative Coordinator responsible for oversight and coordination of the administrative functions of the office of the Chief Administrative Officer (CAO) of the Department of Neurosciences, Neurology & Neurosurgery. Manage and/or complete projects as assigned by the CAO or other Senior Team members; coordinate complex schedules for 3-4 people; draft and edit a variety of written communications for the CAO; maintain and coordinate multiple communication mediums; facilitate office operations via scheduling, room coordination and supply management; assist with departmental space management activities; help onboard, offboard and assist faculty in their experience at Johns Hopkins; represent the Department and CAO to a wide range of external and internal constituencies; and exercise discretion and judgment in resolution of day-to-day problems.
Specific Duties & Responsibilities
Support the administrative office on administrative issues with expertise in new policies and procedures.
Function as the lead administrative support for the administration team which includes exercising independent judgment in resolution of administrative problems including problem resolution, questions, guidance and information dissemination and in formulating policy and procedural changes.
Accurately coordinate complex scheduling for the CAO and 1-3 other Senior Management Team members, setting priorities and efficiently coordinating the use of the Team’s time. Coordinate complex meetings, prepare meeting materials and agendas.
Take responsibility for overall coordination of recurring meetings by engaging in such duties as contacting participants and preparing necessary materials. Serve as liaison with internal departments and external organizations performing associated activities.
Assist CAO in preparing for full range of meetings and presentations. Prepare pertinent materials for the CAO to assist her/him in presenting at meetings and presentations. Proofread all correspondence sent out on behalf of the CAO.
Regularly interact with all levels of executive and support staff internally. Contact executives of external hospital/agencies as needed in transmitting or obtaining information.
Assume responsibility for special projects on an independent basis related to development of clinical, research, and administrative activities as assigned.
Prepare and submit accounts payable and purchasing paperwork and track payment of invoices. Prepare professional, accurate, and succinct reports. Coordinate and implement office services such as purchasing, records control, projects and budget accounting operations.
Coordinate and assist with planning of special projects and events, office activities and committee meetings.
Format reports, graphs, tables, records and other sources of information and summarize materials for Administrator’s use in a variety of settings.
Analyze unit operating practices such as record keeping systems, forms control, office layout, personnel requirements, creating new systems or revising established procedures. Establish and maintain an organized filing system according to office procedures to ensure the expeditious retrieval of information. Screen and prioritize incoming correspondence, phone calls and visitors. Assume responsibility for expediting requests/inquiries that do not require an executive reply.
Attend all mandatory in-service training sessions as assigned by Administrator.
Answer telephone in a courteous manner, identifying self and department. Record and distribute messages in an accurate and timely manner.
Make travel arrangements (meeting registration, transportation, accommodation) as requested.
Operate personal computer to access e-mail, electronic calendars, and other basic office support software. Use various software applications, such as spreadsheets, relational databases, statistical packages, and graphics packages to assemble, manipulate and/or format data and/or reports. Perform other duties as required.
Perform duties as assigned by the CAO with minimum supervision.
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. 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. *
Final applicant for this position may be required to complete skills assessments appropriate to position description.
Special Knowledge, Skills, and Abilities
Fluency in spoken and written English.
Excellent organization and management skills are required, to include the ability to manage multiple tasks in an efficient, timely and meticulous manner; set reasonable deadlines; and communicate when help is required, or delays occur.
Fluency in Microsoft Office Software (Word, Power Point, Excel, Outlook, Teams etc.), Zoom, and similar office systems.
Must be motivated, work well with others and be able to troubleshoot routine problems.
Classified Title: Sr. Administrative Coordinator Working Title: CO Sr Administrative Coordinator Role/Level/Range: ATO 40/E/03/OF Starting Salary Range: $19.82 - $27.27 /Commensurate with Experience Employee group: Full Time Schedule: Monday - Friday, 8:30 am - 5:00 pm / 40 hrs per week Exempt Status: Non-Exempt Location: 04-MD:School of Medicine Campus Department name: 10002901-SOM Neuro Research and Fin Adminion 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 email@example.com. 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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