The Division of Pulmonary and Critical Care Medicine is seeking a Senior Administrative Coordinator who will provide complex administrative and project support to the Division. This is a high-level position ensuring smooth functioning of administrative activities for multiple physicians/faculty within the Division as well as work on special projects as assigned. This role reports directly to the Administrative Supervisor for the Division and works closely with other members of the divisional administrative team. This position has responsibilities across the East Baltimore and Bayview campuses.
Specific Duties & Responsibilities:
Provide high-level administrative support to multiple faculty in the Division of Pulmonary and Critical Care Medicine.
Works with Administrative team to assure the smooth functioning of the Division and may serve as backup on any of the campuses on which the Division spans.
Develop and maintain working relationships across the institution (University, School of Medicine, and School of Public Health) to facilitate the work of the Division
Understand the priorities and goals of the Division to accurately manage conflict-free electronic calendars for multiple meetings and manage frequent requests. Resolve scheduling conflicts. Rank and prioritize meeting requests and response times. Schedule meetings, make appropriate arrangements for meetings, independently compile and prepare materials, confirm meeting details and assist with communication and other details as needed.
Make national and international travel arrangements for faculty and guests including transportation, lodging and registrations.
Compose and edit letters and correspondence for review, approval, and/or signature.
Independently compile and prepare materials, confirm meeting details, and assist with communication and other details as needed. Understand the priorities and goals of the Division to accurately maintain calendars, coordinate meetings, schedule appointments, resolve scheduling conflicts, and prioritize requests.
Assist faculty and staff in preparing and submitting manuscripts, reports and other publications.
Demonstrate superior skills and proficiency in the management of a multitude of demanding projects at any given time. Manage a wide range of projects and studies, including administrative aspects of off-campus studies. Plan a wide range of retreats, meetings and special events. Develop materials to be used and disseminated at those meetings and/or sent out via mail or electronic communications to the group, changing formatting based on needs.
Provide AV technical support for the facility, including conference rooms.
Provide front-office duties including screening of telephone calls, answering questions from faculty, students, and staff, distributing mail, providing information and guidance to visitors.
Serve as first point of contact for property and facility issues. Process Division access requests, telephone service requests, key requests, property pass issuance, copier and fax-security codes, and general troubleshooting.
Operate office equipment such as laptop computer, photocopier/scanner, tablets, fax machine, and calculator; coordinate the servicing of equipment; coordinate training of faculty and staff on new equipment; and assist staff and faculty in using core and advanced features of equipment, such as scanning features on copy machine.
Perform account payable functions for the Division and off site offices (online payment requests, POs, travel and expense reimbursements) and keep records of payments through the SAP system. Also will order routine office supplies.
Serve as the point of contact for all catering requests, and represent the division to external vendors as required to ensure timely invoicing and payments.
Maintain financial records of expenses related to professional development across the division.
Serve as the first point of contact for IT issues within the division and maintain the division's IT asset inventory.
Assist with the creation and maintenance of administrative grant components including biosketches and other support documents
Assist with the creation and maintenance of the Curriculum Vitae in the Johns Hopkins format for supported faculty
Other duties as assigned
Minimum Qualifications (Mandatory):
High School Diploma / GED required
Five (5) years progressively responsible administrative experience.
Additional education may substitute for required experience and additional related experience may substitute for required education, to the extent permitted by the JHU equivalency formula
Special Knowledge, Skill & Abilities:
Must be highly organized.
Proficient use of electronic information systems such as the internet, email, and other electronic sources of information.
Proficient in use of software applications including but not limited to Excel, Word, PowerPoint, Adobe, and Outlook
Proficient in use of financial software such as SAP
Demonstrated proficiency with office hardware (personal computer, USB drives and printers).
Learn and use new programs and technologies to perform job.
Act proactively and independently, exercise good judgment, think creatively to manage complex projects and be someone who can work with multiple interruptions and still stay on task.
Perform duties without direct supervision or guidance on a regular basis.
Communicate in a highly professional level - clearly, appropriately, and effectively with all levels.
Have excellent administrative and organizational skills
Communicate with diverse groups and with professionalism and authority
Proof-read, prioritize, and handle multiple tasks
Set and meet deadlines.
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.
Classified Title: Sr. Administrative Coordinator Role/Level/Range: ATO 40/E/03/OF Starting Hourly Pay Rate Range: $20.02 - $27.51/hr (commensurate with experience) Employee group: Full Time Schedule: Monday - Friday, 8:30am - 5pm Exempt Status: Non-Exempt Location: School of Medicine Campus Department name: SOM DOM Pulmonary 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.
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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