Senior Administrative Coordinator
Role/Level/Range: ATO 40/E/03/OF
Starting Salary Range: $19.63-$27.00
Employee group: Full-Time
Schedule: M-F; 8:30am-5:00pm
Exempt Status: Non-Exempt
Location: 33-MD:Johns Hopkins Bayview
Department name: 10002807-SOM DOM Endocrinology
Personnel area: School of Medicine
The Sr. Administrative Coordinator will provide complex administrative and project support to the Division of Endocrinology, Diabetes, & Metabolism Division Director, Division Administrator, and core faculty. This is a high level position ensuring smooth functioning of administrative activities for multiple physicians within the Division as well as work on special projects as assigned. This role reports directly to the Division Administrator for the Division and works closely with other members of the divisional administrative team.
Specific duties & responsibilities:
- Provide executive level administrative support to the Division Administrator and Division Director of the Division of Endocrinology, Diabetes, & Metabolism.
- Provide administrative support to faculty members and staff in the Division.
- 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.
- Authors letters and correspondence on behalf of the Director and other faculty members as well as other correspondence.
- Demonstrates 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.
- Other duties as assigned.
Minimum qualifications (mandatory):
High School Diploma/GED required.
Five years progressively responsible administrative experience required. Additional education can be substituted for experience, to the extent permitted by the JHU Equivalency Formula.
Special knowledge, skills, and 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
- 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.
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.
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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