Job Information

Johns Hopkins University Sr. Administrative Coordinator in Baltimore, Maryland

General Summary/Purpose

Provides administrative and clinical support to the Chief of Cardiac Surgery and fulfills administrative duties to support the overall office. This position will be the first point of contact to the Cardiac Surgery Division (the Division) for all constituents. The Sr. Administrative Coordinator will serve as a liaison with other University Departments, medical center departments, and external organizations. Sr. Administrative Coordinator will work in a fast paced and demanding environment and must be able to function independently.

Specific Duties & Responsibilities

Administrative Duties:

  • Participate in the preparation of the medical records or research documentation, budget, administrative, and regulatory documents for patient records, grant proposals, clinical or research protocols, and/or contractual agreements.

  • Manage the Chief’s electronic calendars for multiple meetings and manage frequent requests.

  • Resolve scheduling conflicts.

  • Ensure that the Chief is fully prepared for meetings and appearances by coordinating, collecting and providing materials to participants in a timely fashion.

  • Develop or revise filing system to maintain academic, administrative, donor, VIP and other relevant files. Maintain files and record keeping systems

  • Plan and coordinate meetings/events which involve securing venues as well as coordinating travel, hotel, reimbursement and payment of honoraria for guest lecturers as well as developing itineraries for guests/potential faculty recruits

  • Work on special projects as requested.

  • Schedule and coordinate all departmental meetings

  • Prepare and edit presentations, slides, manuscripts, reports, and emails as requested.

  • Helps coordinate and document management, narrative and statistical reports for private and government agencies.

  • Grant preparation, including NIH grant applications or other funding grants.

  • Compile data for preparation of various periodic ad hoc reports

  • Relay messages and greet visitors to the Division

  • Make travel and accommodation arrangements for Chief and visitors

  • Machines and/or equipment used on the job include a PC, laptop, phone, fax, copier, scanner, printer, LCD projector, and transcription equipment

  • Renew licenses and memberships for Chief as needed.

  • Prioritize workloads as needed to meet competing deadlines

  • Perform other duties and special projects as assigned

  • Provide support for faculty's activities with national societies, research projects, and scholarly publications and presentations, serving as a liaison between department and vendors, other departments, and outside organizations. Support includes, managing references, maintenance of a list of continuing medication education (CME) activities and maintenance of a current curriculum vitae (CV).

  • Perform a wide variety of administrative support to faculty and staff as required with regards to special projects and items; know the formal and informal Institute goals, standards, policies and procedures. Create, maintain, & analyze electronic and paper record keeping systems including retrieval, retention, storage, compilation, updating, and destruction of files; creating new systems or revising established procedures as needed.

  • Locates and compiles information and formats reports, graphs, tables, records and other sources of information. Assembles and categorizes facts and figures for written computation and calculations.

  • Assists with special events planning.

  • Operates personal computer to access email, electronic calendars, and other basic office support software. SAP transactions including order of supplies (Shopping Cart). Uses various software applications, such as spreadsheets, relational databases, statistical packages, and graphics packages to assemble, manipulate and/or format data and/or reports. Utilizes Internet to search for information, contacts for research, and clinical consultation, international contacts for teaching and travel.

  • Needs to know the campus locations, travel to many buildings to deliver documents and important materials each day. Clinical Duties:

  • Demonstrate utmost professional behavior as the representative of the Division

  • Is expected to provide the highest level of compassion, empathy, and customer service to patients and their families

  • Answer patient calls and triage where needed. Answers patient medical questions where appropriate and determines if physician/nurse response is required. May perform duties of a sensitive and confidential nature, therefore the position requires an immense degree of discretion and tact.

  • Is expected to act as an information resource and provide assistance for faculty, Department manager, trainees and staff as well as contacts from outside the Department. Administrative

  • Create and Manage Monthly OR schedule

  • Manage Faculty away and on-call schedules

  • Work with CORP, and OR Management team on OR closures

  • Manage Posting Sheet template

  • Run all recruitment visits – in the last year, we have had 4 faculty positions become vacant, so significant effort has been put forth for this initiative. For each visit, I handle all travel and logistics, as well as planning a full day of meetings/interviews

  • Manage three Grand Rounds Lectures, two of which are endowed and do not follow the typical Department of Surgery Grand Rounds Lectures, and include a 30-50 person dinner

  • Process all divisional invoices

  • Process reimbursements for faculty, fellows and staff within the division, and sporadically for those outside of division (Thoracic)

  • Order all office supplies for office, and as requested by affiliate offices within our division

  • Provide STS paperwork to CVSICU on weekly/ as-requested basis – then collected by our Data team upon completion

  • Provide OR and ICU check- lists for both locations. Collect upon completion. Grade check list (post-op and universal time outs) and record results for Dr. Whitman/ data team to analyze

  • Create graphs and slides out of data for monthly quality meetings

  • Assist Dr. Whitman with tasks as needed (he is currently without a full-time admin)

Interim Fellowship Responsibilities (potential)

  • Coordinate and Communicate weekly fellowship curriculum

  • Distribute fellow on-call schedule to OR team

  • Manage communication with outside vendors to arrange wet labs and teaching opportunities for fellows

  • Coordinate rotators and clerkships within the division

The qualified candidate must demonstrate the ability to communicate on a professional level, act appropriately and effectively with all levels of staff, exercise good judgment, and think creatively to manage complex projects and to resolve operational issues.

Reports to : Clinical Operations Manager

Supervise s: N/A

Minimum Qualifications (Required)

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 : 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. *

Preferred Qualifications

  • Five or more years progressively responsible administrative experience.

Special Knowledge, Skills, and Abilities

  • Requires experience using Microsoft office suite applications,

  • managing multi-line phones,

  • Knowledge of SAP system, accounts payable; and some grant & manuscript preparation. Must have strong organizational skills, ability to complete tasks, be detail oriented, and have the ability to work with minimal supervision.

Classified Title: Sr. Administrative Coordinator

Working Title: Sr. Administrative Coordinator ​​​​​

Role/Level/Range: ATO 40/E/03/OF

Starting Hourly Pay Rate Range: $19.82 - $27.26 /Commensurate with Experience

Employee group: Full Time

Schedule: Monday - Friday, 8:30a - 4:30p / 40 hrs per week

Exempt Status: Non-Exempt

Location: 04-MD:School of Medicine Campus

Department name: 10003185-SOM Sur Cardiac Surgery

Personnel area: School of Medicine

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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Equal Opportunity Employer:

Johns Hopkins University is an equal opportunity employer and does not discriminate on the basis of race, color, gender, religion, age, sexual orientation, national or ethnic origin, disability, marital status, veteran status, or any other occupationally irrelevant criteria. The university promotes affirmative action for minorities, women, disabled persons, and veterans.