Classified Title: Administrative Program Coordinator Role/Level/Range: ATP/03/PC Starting Salary Range: $49,216 - $67,735 Employee group: Full Time Schedule: M-F 8:30-5 Employee subgroup: Salaried Exmpt Location: 04-MD:School of Medicine Campus Department name: 10003169-SOM Rad Nuclear Medicine Personnel area: School of Medicine
The Department of Radiology is seeking a full time Administrative Program Coordinator that will be responsible for the financial, research, administrative, HR, and marketing/development for the clinical/research division of Nuclear Medicine in the Department of Radiology. The Administrative Program Coordinator will directly manage 4 FTE's and provide indirect management of all faculty and staff within the division. The position will report jointly to Associate Administrator of the Department of Radiology and the Division Chief of Nuclear Medicine. The position will oversee the PET Service Center, the clinical practice, and division research programs with sponsored funding.
Compile and analyze financial information for the Nuclear Medicine Division.
Develop integrated revenue/expense analysis, projection reports, and presentations.
Create and analyze monthly, quarterly, and annual reports to ensure financial information has been recorded accurately.
Approve and maintain records of all faculty and staff reimbursements, and check requests prior to processing.
Identify trends and developments, present findings to division director and department management.
Assist in creating detailed budget and budget narratives for business development proposals.
Actively work with management to gather, analyze, summarize, and prepare budget projections.
Perform financial forecasting and reconciliation of divisional internal accounts.
Manage corporate collaborations.
Manage JHU divisional needs, office and divisional administrative assistants; training as needed.
Develop and establish new workflow procedures and standards to improve efficiency and effectiveness within the Division.
Responsible for maintenance of office equipment and supplies.
Approve purchasing requests, maintenance, and divisional cell phones for Faculty and Staff.
Order, maintain, and review divisional computer equipment and tech support coordination.
Review space assignments for all JHU divisional employees.
Approve e210 for JHU divisional research, administrative and clinical staff.
Pre-approve reimbursements for faculty, staff and fellows as necessary.
Provide coverage to various Faculty, staff, and fellows in the absence of divisional administrative assistants.
Submit timesheets for hourly employees.
Manage divisional parking matrix.
Assist Division Director and other faculty with hiring postdoctoral fellows, faculty promotions, and visa issues
Internal Relationship Management:
Builds strong collaboration with Division Chief and Administrator Division's goals are met.
Proactively identify faculty concerns and issues, and partners with Administrator for appropriate resolution.
Regularly meets with Division employees and Faculty to improve communication and to build productive relationships.
Continuously communicates to staff the importance of the all Division members concentrating their activities in the areas of the expertise.
Establishes communication channels with staff and faculty to ensure that they receive information on internal and external issues which effect the operations of their assigned areas, as well as provide advice, assistance, information and service that aids them in attaining related objectives.
Works with appropriate personnel and/or organizations to ensure that teams and individuals have the clinical, information and organizational tools to serve our patients and customers effectively and efficiently.
Meet with Grants & Contracts Analyst to go through financial/reconciliation reports on a monthly basis for faculty within Nuclear Medicine.
Work with faculty and analysts to identify any issues and make recommendations to address concerns and resolve problems.
Assign necessary training to key research personnel. Advise faculty and staff about changes in sponsored research policies and procedures.
Bachelor's degree required. Three years of related Administrative and/or Finance experience required. 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.
Special knowledge, skills, and abilities:
Ability to make independent judgments and to act on decisions on a daily basis. Ability to work for long periods of time without direction.
Ability to prioritize own work and work of staff as needed. Ability to work with flexibility on several tasks simultaneously and to meet various concurrent deadlines.
Very strong organizational skills, analytical and problem solving abilities, and attention to detail.
Ability to maintain confidentiality.
Strong interpersonal and communication skills, both oral and written. Ability to effectively interact with all levels of University and Hospital employees as well as outside contacts.
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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