Classified Title: Administrative Supervisor Role/Level/Range: ATO 37.5/03/OF Starting Salary Range: $40,019-$55,058 Employee group: Full Time Schedule: M-F 37.5hrs/week Employee subgroup: Salaried Exmpt Location: 04-MD:School of Medicine Campus Department name: 10003114-SOM PMR Physical Med and Rehabilitation Personnel area: School of Medicine
This is a high level position which reports to and works directly with the Director of Physical Medicine and Rehabilitation. The Administrative Specialist serves as the primary point of contact for internal and external constituencies on all matters pertaining to the Department Director.
Independently manage many projects, develop and maintain positive working relationships internal and external to the school, the University, Hospital, and with all those they personally come in contact with including: University representatives, government representatives (NIH, NHLBI, AMA, local political representatives, etc.), faculty, staff, students, and patients.
The ideal individual will have the ability to exercise good judgement in a variety of situations, with excellent written and verbal communication, administrative and organizational skills. This person should have the ability to be proactive, maintain a realistic balance among multiple priorities, work well under pressure, and also have the flexibility as some projects will occur outside the scope of normal business hours. The person is responsible for representing the Director in all business conducted on their behalf for the Department of Physical Medicine and Rehabilitation.
Specific duties & responsibilities:
Responsible for scheduling for the Director's calendar and ensures appropriate materials are prepared for the meetings. Responsible for travel arrangements for the Director. Approves expenditures and reconciles statements for Director's account. Prepares agendas, background materials and handles logistics for meetings such as retreats, faculty meetings, dignitaries' visits, etc. In addition, supports calendars, travel, and meetings for Associate Dean's and Vice Chairs.
Responsibilities of this position are to ensure the smooth functioning of the Director of the Department of Physical Medicine and Rehabilitation office, operation and staff coordination, including personnel issues associated with support staff of the Director's office and facilitating communication within the rest of the department and other parts of the Hospital (JHH, BMC, etc.) and University (JHU-SOM).
Monitor, evaluate and implement business practices and procedures to support the day-to-day operational needs of the Director. Oversees and reconciles executive card for Director related purchases such as travel, entertainment, presentation materials, etc.
Staff support for departmental committees as well as various committees. Ability to speak publicly and provide presentations as required. Oversees various projects through to completion, requiring broad understanding of issues throughout the department, JHBMC, SOM and JHM. Serves as a project person and takes on non-routine projects that generally require coordinating between various offices.
Supervises other administrative assistant(s). Responsible for hiring and firing, performing annual evaluations; establishes priorities when needed; oversees their work (patient care, filing, transcription, billing, etc.). Develop new administrative policies as needed to ensure smooth operation in the office of the chair. Makes decisions and establishes work priorities on essential operations.
Manage financial transactions involving discretionary accounts, reimbursements and service contracts.
Writes responses to email/mail and miscellaneous material. Reviews all correspondence coming into the office, and edits all going out of the office in order to remain current on issues. Forwards information to the appropriate parties. Ensures follow-up as required.
Handles confidential material from inside and outside the department.
Coordinates, writes, edits and distributes executive agendas as well as follow up minutes (JHH, JHU executive meetings, etc.). Consults with Vice Chair, Division Chief, faculty, and support staff on agenda items.
Edits departmental newsletter and website. Writes and/or edits articles, as well as oversees layout and decides material to be included in either of these or other communication formats.
Organizes, coordinates sponsored research proposals generated by the Director.
Liaison with Offices of Public Affairs and Planning & Marketing.
Works closely with Department's Development Office in scheduling visits/events for donors and dignitaries.
Organizes and is responsible for annual faculty/staff holiday celebration.
Other duties as assigned.
High School Diploma/GED. Five years of progressively responsible administrative experience, preferably in university/medical environment. 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. *
Supervisory experience preferred.
Special knowledge, skills, and abilities:
The ability to act proactively, independently and exercise good judgment. The ability to think creatively in order to manage various complex projects and someone who can work with multiple interruptions and still stay on task.
The person must be able to perform duties without direct supervision or guidance on a regular basis, and be a forward looking thinker, who actively seeks opportunities and proposes solutions.
The position also requires someone with the ability to communicate in a highly professional manner; clearly, appropriately, and effectively with at all institutional levels.
This position also requires a high level of flexibility and sensitivity to confidential matters.
Outlook, Word, PowerPoint, Excel, Adobe as well as web-publishing software in both MAC and PC are all programs to be used or potentially used with this position.
The successful candidate(s) for this position will be subject to a pre-employment background check.
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