The Sr. Administrative Coordinator provides administrative support and general office management duties necessary in the efficient operation of the Chairman’s and Vice Dean’s Office at Johns Hopkins Bayview. Responsibilities require significant collaboration and coordination with others. The incumbent will have superior customer service abilities, excellent verbal and written communications skills, will demonstrate strong organizational skills and will be able to multi-task. The incumbent will provide administrative, financial and programmatic support of the Chairman’s and Vice Dean’s office and executive-level calendar support to leadership. These responsibilities include, but are not limited to, scheduling critical and often confidential meetings that involve multiple participants, maintaining complex calendars, preparing meeting material, coordinating large events, answering telephones, routine correspondence, compiling and maintaining data, and special projects as assigned. The Sr. Administrative Coordinator will be responsible for handling credit card transactions, expense reporting and routine reconciliations. The incumbent should be detailed oriented and deadline driven. Knowledge of the University's financial accounting systems to include SAP and BW reporting and intermediate MS Excel skills are required.
Specific duties & responsibilities:
Essential Job Functions:
Provides administrative support for the Chairman’s and Vice Dean’s office for ongoing projects, planning materials, and new initiatives as assigned.
Provides excellent support to senior leadership by arranging and coordinating meetings and calendars. Prepares correspondence for senior leadership as it pertains to email notifications, donor thank you notes, and website updates.
Plans special events/functions, including workshops, receptions, farewells, dinners and conferences. Assists in securing rooms, coordinating with caterers and other vendors to ensure all details and requirements are met for a successful event.
Uses web content management systems to update information on website and promote special events; explores website improvements based upon new capabilities from JHM Marketing.
Records, classifies, and summarizes accounting transactions requiring knowledge of accounting policies, procedures, and systems within the department
Uses SAP, ISIS, all Microsoft Office software and other software to process the online payments of invoices, reimbursements for out of pocket expenses, travel, licenses, subscription renewals, dues, purchase orders, etc for University and Bayview Medical Center accounts.
SOM point of contact for all Pcard/Executive card applications, deactivations, card inquiries and transaction discrepancies.
Helps maintain office laptops, LCD projectors, office supplies, copiers and fax machines. Works with vendors on computer equipment, office furniture and other supplies as needed.
Locates and compiles information and formats reports, graphs, tables, records and other sources of information
Maintains accurate and complete records through; filing; retrieval; retention; storage; compilation; coding; updating and purging.
Determines priorities and maintains a high degree of professionalism
Scope of Responsibility:
Knows the formal and informal departmental goals, standards, policies and procedures which may include some familiarity of other departments within the school/division. Is sensitive to the interrelationship of both people and functions within the department.
On a regular and continuous basis, exercises administrative judgment and assumes responsibility for decisions, consequences, and results having an impact on people, costs, and/or quality of service within the functional area.
Exchanges non-routine information using tact and persuasion as appropriate requiring good verbal and written communication skills.
Minimum qualifications (mandatory):
• High School /GED.
• Five years related office/clerical experience.
• Additional education may substitute for some 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.
Classified title: Sr. Administrative Coordinator
Starting Salary Range: 40,019-55,058
Employee group: Full Time
Employee subgroup: Non-Exempt
Schedule: Working 40 hours per week; Monday-Friday 8:30-5pm
Location: Johns Hopkins Bayview Campus
The successful candidate(s) for this position will be subject to a pre-employment background check.
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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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