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.)
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.
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.
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