Location: Baltimore, Maryland
Internal Number: 108247-en_US
We are seeking a Sr. Administrative Coordinator who will provide complex administrative and project support to the Division of Infectious Diseases for Johns Hopkins University (JHU) and the Johns Hopkins Hospital (JHH). The position professionally represents the division as appropriate in communicating with faculty, administrators, staff, and external contacts to respond to questions, resolve administrative problems and issues, and gather data as needed. Interprets operating policies of the University and the Hospital. Exercises independent judgment in the resolution of administrative problems. Additionally, this position will assist with divisional projects such as space, facilitating moves, as well as serve as backup to the Credentialing Administrator and other divisional administrative coordinators. This position may periodically be asked to provide administrative support for grants and contracts for smooth operation of grant submissions and management.
Specific Duties & Responsibilities
- Provide complex administrative support for the Division of Infectious Diseases.
- Manage high-level projects in the Division of Infectious Diseases.
- Coordination of major divisional activities and social events including developing program agendas and producing publication materials.
- Compose and/or prepare documents for content, quality, and style, turning rough drafts into finished documents.
- Triages complaints and requests directed to the Director and handles them accordingly. Directs these requests to departmental managers and Administrator if necessary.
- Provide administrative support as needed for various departmental executive committees. This would include agendas, meeting material, minutes, etc. for the meetings.
- Coordinate and oversee multiple projects (e.g.: telephone cost reduction project) including review of all costs incurred, equipment and services need in order to reduce costs and increase revenue for the department.
- Oversees logistics for renovation of outpatient facilities and laboratories and relocation of faculty and staff into renovated facilities.
- Work with SOM Design and Construction office to maintain space database for ID Division.
- Assist an experienced Grants and Contracts Analyst to carry out the administrative tasks necessary for smooth operation of grants and projects.
- May assist with grant preparation and submission.
- Assist ID financial team with processing invoices, Independent Contractor payments, etc.
- Uses the network and a variety of software programs to create and organize quality graphs, charts, technical documents, table's spreadsheets, manuscripts and reports needed.
- Prepares executive level monthly reporting to upper management. Production of multiple reports and summaries that are requested.
- Coordinates faculty annual reviews and divisional reviews.
- Assist Division Director and Credentialing Administrator with gathering documentation for Faculty promotions, reappointments, offer letters, and Observers.
- Prioritize telephone messages. Triage and direct, calls and messages coming into the Divisional Office and handle as appropriate where necessary.
- Coordinate daily, weekly, monthly, and yearly calendars. Will exercise independent judgment to rank and prioritize meeting requests and time lines.
- Exercise independent judgment in prioritizing meeting schedules and preparing a timeline. Initiate, develop and prepares agendas; and prepare and distributes materials.
- Provide follow-up information regarding committee actions and decisions. Maintains records via compilation of the minutes of the meeting, prepares handbooks and procedures manuals.
- Track filing and correspondence documentation.
- Maintain confidentiality of documents and files.
- Greet and assists visitors.
- High School Diploma or graduation equivalent.
- Five years progressively responsible administrative experience.
- Proficiency in Word, Excel spreadsheets, PowerPoint presentations, email communications, electronic calendaring, transcription.
- Excellent typing, communication and medical terminology skills are necessary.
- Additional education may substitute for required experience, to the extent permitted by the JHU equivalency formula.
- Excellent typing, communication and medical terminology skills.
- Excellent spelling and grammar.
- Excellent interpersonal and organizational skills.
- Ability to handle multiple complicated tasks, prioritization skills.
- Ability to operate PC, laser printer, fax, copier, shredder, scanner, and multi-line phone.
- Must have the ability to coordinate multi-faceted types of work.
- Related work experience in medical environment.
- Excellent organizational skills.
- This is a highly visible position in the divisional suite.
- We desire a professional individual with good judgment and the ability to remain calm in stressful situations.
Classified Title: Sr. Administrative Coordinator
Role/Level/Range: ATO 40/E/03/OF
Starting Salary Range: $20.40-$28.00-$35.70 HRLY (Commensurate with experience)
Employee group: Full Time
Schedule: Monday-Friday, 8:30am-5:00pm
Exempt Status: Non-Exempt
Location: Hybrid/School of Medicine Campus
Department name: SOM DOM Infectious Disease
Personnel area: School of Medicine
The referenced salary range is based on Johns Hopkins University's good faith belief at the time of posting. Actual compensation may vary based on factors such as geographic location, work experience, market conditions, education/training and skill level. Johns Hopkins offers a total rewards package that supports our employees' health, life, career and retirement. More information can be found here: https://hr.jhu.edu/benefits-worklife/
Please refer to the job description above to see which forms of equivalency are permitted for this position. If permitted, equivalencies will follow these guidelines:
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.
**Applicants who do not meet the posted requirements but are completing their final academic semester/quarter will be considered eligible for employment and may be asked to provide additional information confirming their academic completion date.
The successful candidate(s) for this position will be subject to a pre-employment background check. Johns Hopkins is committed to hiring individuals with a justice-involved background, consistent with applicable policies and current practice. A prior criminal history does not automatically preclude candidates from employment at Johns Hopkins University. In accordance with applicable law, the university will review, on an individual basis, the date of a candidate's conviction, the nature of the conviction and how the conviction relates to an essential job-related qualification or function.
The Johns Hopkins University values diversity, equity and inclusion and advances these through our key strategic framework, the JHU Roadmap on Diversity and Inclusion.
Equal Opportunity Employer
All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.
EEO is the Law
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 Talent Acquisition Office at email@example.com. For TTY users, call via Maryland Relay or dial 711. For more information about workplace accommodations or accessibility at Johns Hopkins University, please visit accessibility.jhu.edu.
Johns Hopkins has mandated COVID-19 and influenza vaccines, as applicable. Exceptions to the COVID and flu vaccine requirements may be provided to individuals for religious beliefs or medical reasons. Requests for an exception must be submitted to the JHU vaccination registry. For additional information, applicants for SOM positions should visit https://www.hopkinsmedicine.org/coronavirus/covid-19-vaccine/ and all other JHU applicants should visit https://covidinfo.jhu.edu/health-safety/covid-vaccination-information/.
The following additional provisions may apply, depending on campus. Your recruiter will advise accordingly.
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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