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Johns Hopkins University Sr. Administrative Coordinator in Baltimore, Maryland

General Summary/Purpose

The Sr. Administrative Coordinator provides administrative support for the Department of Medicine Executive Vice Chair’s office and Division of Geriatric Medicine and Gerontology office. Directly supervised by the Department of Medicine Associate Director of Finance, with additional reporting to and daily oversight from the Department Administrative Specialist. Responsible for Geriatric Medicine Grand Rounds, calendar management, and special projects as assigned. Position requires independence and flexibility to meet needs as they develop.

Specific Duties & Responsibilities

Sr. Administrative Support:

  • Provide daily calendar management for Division Administrator of Geriatric Medicine and Gerontology. Provides backup for the Administrative Specialist in calendar management for the Executive Vice Chair. Responsible for managing and maintaining calendars, scheduling one-on-one and group meetings, conference calls, trainings, etc.

  • Able to schedule with multiple attendees, monthly and bi-monthly meetings, workgroups, etc.

  • Process online payments of invoices, reimbursements for out-of-pocket expenses, travel, licenses, subscription renewals, dues, and purchase orders, using SAP for the University and Bayview Medical Center Accounts.

  • Help order and maintain office supplies, purchase orders, copier and fax machines. Work with vendors to order computer equipment, office furniture, office supplies, etc.

  • Update monthly phone list for the Department of Medicine phone listing.

Space Projects and Preparation

  • Coordinate Division of Geriatric Medicine and Gerontology Grand Rounds for the academic year, including coordination of speakers, locations, CME credits, and other elements of meeting preparation.

  • Set up Geriatric Grand Rounds presentations on laptop each week for the speakers as well as posting access code and Grand Rounds information.

  • Coordinate and update the Division of Geriatric Medicine and Gerontology Wed site.

  • Maintain and update onboarding process for new employees in the Division of Geriatric Medicine and Gerontology and the Executive Vice Chair’s office.

  • Help set up DOM Grand Rounds on laptop each week and acts as DOM Grand Rounds back up.

  • Assist faculty, fellows, and staff as assigned with space set-up requests such as service requests for computers and phone lines, meeting requests and office moves.

Special Events Coordination:

  • Coordinate special events such as Town Hall meetings, the Mason F. Lord Staff Award of Excellence, Division Photos, New Year’s Lunch, Annual Picnic, receptions and farewells, including reserving locations, ordering food, etc.

Human Resources Coordination:

  • Responsible for scanning, saving and maintaining all on-line HR folders for Associate Director of Finance.

  • Produce emergency preparedness, flu letters, and status tracking. Coordinate this with HR Coordinator and Generalist for the division.

  • Maintain online confidential staff files.

  • Set up multiple interviews and onboarding schedules as needed.

  • Implement new staff hire logistics, i.e., badge, perimeter access, parking, ordering computers, setting up email accounts, online training, phone/voice mail, pagers, keys, etc.

  • Update staff and faculty contact information where necessary (i.e., Outlook, JHED, DOM office spreadsheets, etc.)

Information Systems:

  • Uses various software applications, such as Microsoft Word, Microsoft Excel, Microsoft Outlook, Microsoft Power Point, Site Executive, Provider Profile (physicians) website, SAP, Corus (Ping), and Avaya phone system and to be able to assemble, manipulate and/or format data and/or reports and set up meetings and/or calls for multiple attendees, coordinating with other administrative assistants.

Customer Service and Teamwork

  • This position requires the ability to multi-task, prioritize, organize, and work closely with all departments and divisions.

  • Works collaboratively with both Divisional and Departmental administrative teams.

  • Great interpersonal communication skills required.

  • High level of independence needed for project execution.

Scope of Responsibility:

This position needs to understand Division / Department standards, policies and procedures including some familiarity of other departments within the school/division. The Senior Administrative Coordinator must be sensitive to the inter-relationship of both people and functions within the department.

Communication:

Professional oral, written and organizational skills. Strong attention to detail required.

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. *

Special Knowledge, Skills, and Abilities

Must have the ability to coordinate multi-faceted types of work.

This is a highly visible position in the Executive Vice Chair’s office suite.

We desire a mature, professional individual with good judgement who will maintain confidentiality with sensitive information and has the ability to remain calm in stressful situations.

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 - $27.27 / Commensurate with experience

Employee group: Full Time

Schedule : Monday - Friday, 8:30a-5:00p / 40 hrs per week

Exempt Status: Non-Exempt

Location : 33-MD:Johns Hopkins Bayview

Department name: 10002790-SOM DOM Bay Geriatric Medicine

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 jhurecruitment@jhu.edu . 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.

Equal Opportunity Employer

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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.

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