Senior Administrative Coordinator

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

Specific Duties/Responsibilities:

  • Provide complex administrative and project support to the Director of the Department of Gynecology and Obstetrics. The Sr. Administrative Coordinator will support the chair and the overall department operations. Performs general office management duties prioritizing and coordinating the day-to-day operations of the office of the Chair (Director).
  • Serves as front-line representative to board members, trustees, deans, faculty, division directors and other contacts on behalf of the Chair.
  • Assists the Director in preparation of meetings and events. Coordinate regular and ad hoc departmental meetings. Understand the priorities and goals of the department and accurately maintain calendar, coordinate meetings, schedule appointments, resolve-scheduling conflicts, and prioritize requests.
  • Coordinate special and departmental wide projects related to all aspects of the department’s functions including patient care, research and teaching.
  • Develop working relationships across the institution to facilitate the work of the department and the Chair.
  • Assist with faculty and staff related issues.
  • Assist with the efficient coordination of the faculty hiring process and maintain faculty files. This includes generation of faculty offer letters and preparing new faculty School of Medicine appointment paperwork to send to faculty office. Coordinates review and renewal of faculty School of Medicine appointments, and schedules appropriate meetings for annual faculty evaluations.
  • Compile data, prepare reports, and perform basic analysis of department activities for internal and external distribution.
  • Draft correspondence on behalf of the Chair.
  • Process, triage and respond to incoming mail, emails, and phone calls on behalf of the Chair.
  • Coordinate special events on behalf of the Chair and the overall department.
  • Make travel and accommodation arrangements, which include trip planning with lodging transportation, itineraries, and packets tailored for visits.
  • Ensure files are well organized, maintained and up to date. Resolve problems, answer questions of other staff and faculty.
  • Perform all duties in a fast paced and demanding environment.
  • Maintain the highest degree of confidentiality. Perform other duties as assigned by the Director.

Minimum qualifications:

  • 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.
  • JHU Equivalency Formula: 30 undergraduate degree credits (semester hours) or 18 graduate degree credits may substitute for one year of experience. Additional related experience may substitute for required education on the same basis. 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.

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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