The Gynecology and Obstetrics Department is seeking a Senior Administrative Coordinator who will provide complex administrative and project support to the Director of the Johns Hopkins Center for Fetal Therapy and provides a range of administrative support to the Center Leadership with daily administrative operations. Responsibilities include scheduling complex appointments and meetings, preparing meeting and travel materials, credentialing of post-doctorate fellows and visiting fellows for the Center, and overseeing their training compliance, preparing correspondence, compiling data, answering telephones, special projects, coordinating grant activities and records maintenance. Will perform duties of a sensitive and confidential nature.
Specific Duties & Responsibilities:
Provides administrative support to Center Leadership, to include maintaining schedules, arrange and prepare for meetings, prepare and edit general correspondence, maintain minutes from meetings as required, prepare and maintain required reports, and process expense accounts/reimbursements. Provide conflict-free calendar of meetings and appointments of the Director and other physicians including those held both inside and outside the institution. May be asked to support faculty members with the above activities as needed.
Communicates effectively and maintain positive courteous, supportive, and professional working relationships with all levels of contacts; contributes to the customer service-oriented atmosphere within the department to assist other functional areas when needed or requested.
Assumes administrative tasks, special projects, ad hoc reports, budgets, billing, research data and other related activities. A high level of confidentiality and professionalism is required. Serves as main contact with staff and visitors for the Center Leadership, answers telephone, screens callers, takes messages or refers questions to the appropriate staff, and greet visitors; provides backup phone coverage for the office; completes SAP forms for position requisitions; schedules elaborate and detailed appointments. Maintains calendar, schedule appointments and meeting rooms; makes travel and accommodation arrangements and prepare expense and travel reports. Maintains correspondence log by checking email and voicemail. Composes, edits, types and distributes various form letters and correspondence; creates and maintains necessary files; orders supplies as needed. Develops and maintains information to generate various reports on departmental safety and strategy projects. Creates tables, charts, graphs, and PowerPoint presentations as needed. Maintains project files; coordinates the receipt and processing of information for project management. Documents administrative systems through compiling and updating manuals, policies & procedures.
Reconciles budgets and manage project budgets including but not limited to: Employee Recognition expenditures, Service Recovery Expenditures, budgets for department-wide events; and coordinates payroll functions. Prepares all reimbursements. Makes all travel and accommodation arrangements for Center Leadership.
Coordinates the servicing of office equipment as needed, and maintains and orders office supplies/equipment as necessary. Assists with planning and execution of meetings and training sessions as directed by the Center Leadership. Attends meetings to record decisions and action points as needed. Performs other duties as assigned by the Center Leadership.
Serves as Program Coordinator for weekly CME conference and liaison with CME office.
Minimum Qualifications (Required):
High School Diploma or GED,
Five (5) years progressively responsible administrative experience,
Additional education may substitute for experience, to the extent permitted by the JHU Equivalency Formula.
Special Knowledge, Skills & Abilities:
Final applicant for this position may be required to complete skills assessments appropriate to position description.
Excellent typing and accuracy skills.
Ability to operate a fax, copier, scanner, desktop computer, laptop computer, personal digital assistant, and a telephone.
Proficiency with personal computers.
Demonstrated knowledge of Windows, MS Word, Word Perfect, graphics and presentation software.
Adapts to changes in office technology and software to ensure efficient office practices.
Excellent verbal and written communications skills.
Strong organizational skills.
ndependent worker, who is flexible, motivated and able to handle multiple tasks; self-starter.
Bachelor's Degree strongly preferred.
JHU Equivalency Formula: 30 undergraduate degree credits (semester hours) or 18 graduate degree credits may substitute for one year of experience.
Classified Title: Sr. Administrative Coordinator Role/Level/Range: ATO 40/E/03/OF Starting Hourly Pay Rate Range: $19.82 - $27.27/hr (commensurate with experience) Employee group: Full Time Schedule: Monday - Friday, 8:30 am - 5:00 pm Exempt Status: Non-Exempt Location: School of Medicine Campus Department name: Fetal Therapy Program Personnel area: School of Medicine
The successful candidate(s) for this position will be subject to a pre-employment background check.
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