This position's primary responsibility will be to coordinate the administrative activities for the Director of the Child and Adolescent Department as well as to provide administrative support for to the Senior Administrative Manager. This includes arranging meetings with Hospital and University executives, preparing correspondence, arranging travel, managing the Director’s calendar, and working on special projects as assigned.
Assist with coordinating the planning of departmental events as required.
Submit employee and non-employee reimbursement requests via SAP.
Scheduling and coordinating the daily, weekly, monthly, and annual appointment calendar for Director of the Child and Adolescent Department, and ensuring the Program Director is prepared for meetings and presentations by compiling and preparing materials and confirming details in advance.
Travel arrangements as needed for Director of Child and Adolescent Department.
Coordinate the itineraries and agendas for speakers and guests visiting the Department of Medicine.
Exercise independent judgment to rank and prioritize meeting requests and timelines.
Transcribe, edit, finalize, and mail correspondence for Director; create spreadsheets; prepare graphs, charts, and other documentation as needed for presentations.
Triage phone calls and mail and independently resolve matters that do not require the management direct attention.
Prioritize phone messages, fielding and directing calls coming into the office.
Serves as backup support for the Department of Medicine Chairman's Office administrative team.
Manage room reservation requests for Conference Rooms, ensure teleconference connection is establish, and set up audio and visual equipment as needed.
Maintain strict confidentiality of all documents, files, and human resources information.
General administrative duties to include, but not limited to scanning, copying, sorting mail, office and kitchen supplies, triaging phone calls, and greeting and assisting visitors.
Other duties as assigned.
High school diploma or equivalent; some college preferred.
Three (3) years of related administrative experience required, preferably in an academic or medical setting.
Additional education may substitute for some experience, to the extent permitted by the JHU equivalency formula.
JHU Equivalency Formula: 30 undergraduate degree credits (semester hours) 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:
Proficiency in MS Word, Excel spreadsheets, Access Databases, PowerPoint, electronic calendar, and transcription.
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 and multi-line phone.
Classified title: Administrative Coordinator
Working title: Administrative Coordinator
Role/Level/Range: ATO 40/E/02/0E
Starting Salary Range: $17.42-$23.95 (commensurate with experience)
Employee group: Full time
Employee Status: Non-exempt
Schedule: Monday-Friday - 7:30am-4:00pm 40hrs/Wk
Location: East Baltimore Campus – 1800 Orleans St
Department name: 10003136 - SOM - Child and Adolescent Psychiatry
Personnel area (School): SOM - 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 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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