Senior Administrative Coordinator

Maryland, United States
21 Sep 2018
End of advertisement period
21 Nov 2018
Contract Type
Full Time

The Department of Radiology is seeking a Sr. Administrative Coordinator that will provide administrative support to the Director of Diagnostic Radiology and Body CT. The ideal candidate will interpret operating policies of the university; exercise independent judgment in the resolution of administrative problems. A successful candidate will be pivotal in assisting the Division Director in accomplishing their goals and initiatives in the department.

Specific Duties/Responsibilities:

  • Manage the Director’s calendar for internal and external meetings with an emphasis on maintaining a conflict free schedule
  • Facilitate programmatic activities such as retreats, seminars, committee meetings, and visiting collaborators that promote interactions among several entities to enhance the Center’s research projects.
  • Develop and recommend administrative processes and procedures to assure efficiency.
  • Monitors, evaluates and implements business practices and procedures to support the day-to-day operational needs of the Center and Division.
  • Exercise effective communication in a variety of formats to relay time sensitive materials
  • Prepare correspondence for the Director’s review and approval before dissemination
  • Assist with diagnostic clinical scheduling. (i.e. scheduling faculty diagnostic rotations in Qgenda, weekend & evening schedule call, and cardiac call schedule )
  • Prepare and organize daily meeting material. In addition, coordinate securing meeting space, drafting agenda items, and catering for CT case conference, diagnostic meetings, and speaker series.
  • Maintain office supplies for lab and office staff
  • Point of contact for the Director’s Office
  • Review and reconcile sponsored and non-sponsored expense statements, monitors monthly expenditures, and gather supporting documentation for supervisors review and approval.
  • Prepare shopping carts, travel reimbursements, online check requests, e-forms, and costs transfers.
  • Assist with shopping cart approvals when Sr. Administrative Manager is away from office.
  • Process departmental procurement requests via procurement card.
  • Maintain and follow appropriate policies and procedures for procurement card.
  • Other duties as assigned

Minimum qualifications:

  • High school diploma/GED, and minimum of five years progressively responsible administrative experience. Requires working thorough working knowledge of SAP & BW and various software applications (e.g. Microsoft e-mail, Excel, Word, Access, Visio). Additional education may substitute for required experience, to the extent permitted by the JHU equivalency formula.
  • 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.

Preferred qualifications:

  • College degree preferred. Prior experience in an academic setting preferred, preferably in a clinical and/or clinical & research environment. Preferred knowledge of SAP or other similar academic business system.

Special knowledge, skills, and abilities:

  • Preferred knowledge SAP or similar academic business systems and software.
  • Technical qualifications or specialized certifications:
  • Requires working thorough working knowledge of SAP & BW and various software applications (e.g. Microsoft e-mail, Excel, Word, Access, Visio)
  • Any specific physical requirements for the job:
  • Possible lifting up to 25-35 lbs boxes, files, etc.

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 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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