Provide complex administrative and project support to the Administrator of the Department of Urology. Responsibilities include scheduling complex appointments and meetings, preparing meeting materials, preparing correspondence, compiling data, answering telephones, special projects, and records maintenance. Independently manage projects, develop and maintain positive working relationships internally and externally to the Department, the University, and with those with whom you come into contact, including University representatives, corporate and business representatives, faculty, staff, and students. Performs duties of a sensitive and confidential nature.
Responsible for administrative operations of the Department of Urology, including, but not limited to, office and administrative support, purchasing and procurement, SAP transaction processing, communications support, contract administration, budget assistance, complex large scale event coordination and project management support. Assist administrator in preparing reports. Coordinate and assist with planning of special projects and events, office activities, and committee meetings as requested.
Work as part of Urology’s administrative support team.
Provides administrative support to department administrator and others as identified to include maintaining schedules, set up and prepare for meetings, prepare and edit general correspondence, take and maintain minutes for meetings as required, and prepare and maintain required reports.
Communicates effectively and maintains positive, courteous, supportive and professional working relationships with all levels of contacts; contributes to the customer service oriented atmosphere within the department to assist when needed or requested.
Identify and resolve administrative problems and issues.
Answers telephones, screens callers, takes messages or refers questions to the appropriate staff, and greets visitors; provides backup phone coverage for department as needed; schedules elaborate and detailed meetings and appointments.
Maintains calendar, schedules appointments and conference rooms.
Oversees and manages the automated on-line clinical faculty absence/coverage system.
Assists in the preparation of the on-call faculty coverage schedule to include making changes and sending updated schedules as needed.
Orders pagers for new staff as needed.
Updates staff database, group email lists, and sets up mail boxes for new staff.
Coordinates departmental events and meetings.
Maintains patient relations compliment/complaint letters, types correspondence and keeps track of patient complaint resolution.
Assist leadership with the US News and World Report Pediatric Hospital Survey.
Work in conjunction with the administrator on a variety of related projects and activities.
Represent Department and administrator as appropriate in communicating with faculty, staff, and external contacts, respond to questions, resolve issues, and gather data as needed.
Independently develop and coordinate complex and key administrative projects, including communication plans, policy changes, and enhancements in department systems and record keeping.
Develop and recommend administrative processes and procedures to ensure efficiency.
Serve as a general resource for all inquiries from a variety of constituents including providing information on related activities, policies and procedures.
Research and compile materials for presentations and projects according to office procedures.
Establish and maintain an organized filing system according to office procedures to ensure the expeditious retrieval of information in both paper and scanned format.
Reconcile monthly reports, post and disseminate information as appropriate, and prepare reports on a monthly, quarterly, or as needed basis.
Process departmental procurement requests.
Place orders, verify shipments, and resolve purchasing related issues.
Access and implement communications requirements (i.e. phones, office and cell)
Provide coverage of responsibilities of other administrative staff during vacations or other absences.
Independently coordinate all aspects of large conferences and events.
This includes developing the guest list, creating and mailing invitations, securing the event venue, working with catering companies to develop menu options, event décor (florist, place setting, and lighting), hiring a band/DJ, document preparation, and ensuring that the event runs smoothly.
Perform other duties as required.
High School Diploma or GED required.
Five (5) years progressively responsible administrative experience.
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. 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.
Bachelor’s degree preferred.
Special Knowledge, Skills, and Abilities:
Excellent typing and accuracy skills, proficient with personal computers, demonstrated knowledge of Windows 7 and Microsoft Office.
Proficient with Microsoft Word, Microsoft Excel, Outlook, and PowerPoint.
Microsoft Access Knowledge helpful. Strong computer literacy skills and ability to learn new software.
Excellent verbal and written communication skills.
Knowledge of SAP helpful.
Project management experience preferred.
Ability to take initiative and exercise independent judgment to resolve administrative problems.
Excellent organizational skills with attention to detail; strong interpersonal skills and ability to work as part of a team.
Ability to work in a dynamic fast-paced environment and respond quickly to changing priorities.
Strong computer literacy skills, specifically with Microsoft Office products (Outlook, Word and Excel).
Excellent written and verbal communication skills.
Strong organizational skills with an attention to detail.
Proven ability to multi-task, prioritize projects and adhere to deadlines.
Classified title: Sr. Administrative Coordinator
Working title: Sr. Administrative Coordinator
Role/Level/Range: ATO 40/E/03/OF
Starting Salary Range: $19.82 – $27.27 (commensurate with experience)
Employee group: Full time
Employee Status: Non-Exempt
Schedule: Monday-Friday - 8:30am-5:00pm 40hrs/Wk
Location: CMSC 130 - 600 N Wolfe St, Baltimore, MD – East Baltimore
Department name: 10003205-SOM Uro Urology
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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