Classified Title: [[Sr. Administrative Coordinator]] Role/Level/Range: ATO 40/E/03/OF Starting Hourly Pay Rate Range: [[$19.62 - $26.99 ]] Employee group: Full Time Schedule: [[Monday - Friday, 8:30a - 5:00p / 40 hrs per wk]] Exempt Status: Non-Exempt Location: 04-MD:School of Medicine Campus Department name: 10003114-SOM PMR Physical Med and Rehabilitation Personnel area: School of Medicine
The Sr. Administrative Coordinator will provide complex administrative support (including developing, implementing, and maintaining appropriate office protocol and organization; competently executing or organizing day-to-day administrative tasks; and drafting, editing, and typing various types of correspondence and reports) to the Administrator and the Vice Chair of Clinical for the Department of Physical Medicine and Rehabilitation. This position will represent the Senior Leadership Team as appropriate in communicating professionally with faculty, administrators, staff and external contacts to respond to questions, resolve administrative problems and issues, and gather data as needed; interpret operating policies of the University and the Hospital; and exercise independent judgment in the resolution of administrative problems. The incumbent will perform duties of a sensitive and confidential nature.
Specific Duties & Responsibilities
Manages Special projects as directed by Department Chair, Vice Chair and Administrator, including preparing for the annual national and regional conference and coordinating Departmental outreach activity. Responsible for independently managing a conflict-free calendar of meetings and appointments for the Administrator and Vice Chair of Clinical, including health system, clinical and outside commitments; organize high-level meetings with constituencies as required; anticipate schedule conflicts and take initiative to resolve them in a timely manner. Coordinate major activities and social events including developing program agendas and materials, including community advisory board, and health system meetings. Coordinate scheduling, preparation, set up and logistics for these events/functions. Sets up and prepares for internal meetings, preparation and distribution of materials and agendas. Maintains files and prepares materials for external meetings including travel documents, itineraries, readings, speaker summaries, tax forms, and slide presentation handouts. Prepares and edits: general correspondence, promotion letters, award letters, letters of support, weekly e-newsletter. Triages complaints and requests directed to the Administrator and handles them accordingly. Directs these requests to the appropriate resources.
Enters reimbursements within 2 days of being given receipts, check processing, Orders office supplies and other items,
Track expenses with detail to assist with budget analysis, answers telephones, screens callers, takes messages or refers questions to the appropriate staff, sorts incoming mail, and highlights priority items, updates staff lists, group email lists, and sets up mail boxes for new staff.
When needed, order meals for meetings, make travel and accommodation arrangements.
Pick up and deliver materials as required.
Maintain electronic and hardcopy records and store them on shared drive or JHBox so they are accessible to the Administrator and other staff as appropriate.
Routine photocopying, filing and faxing; operate office equipment such as photocopier, fax machine, and calculator; coordinate the servicing of equipment; operate personal computer to access e-mail, electronic calendars and other basic office support software.
Greet visitors, create lists of references, tables, charts, graphs, and PowerPoint presentations as needed.
Maintain electronic files of meeting minutes, articles, presentations, etc.
Coordinate the receipt and processing of information for project management and reporting and all other duties as assigned.
Collaborate with other members of the Department's administrative team.
Ability to communicate effectively and prioritize multiple.
Demonstrate careful judgment, a high level of discretion, and the ability to work independently.
High School Diploma/GED. 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.
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 email@example.com. 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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