Coordinates office services and administrative activities for the Chief Administrative Officer, Emergency Medicine and Capacity Management, Johns Hopkins School of Medicine. This position will be working in both the Mt. Washington campus at 5801 Smith Avenue as well as School of Medicine campus at 1830 Monument Street.
Manages, coordinates, stays informed of all projects assigned to the CAO as well as his Direct Reports. Interprets operating policies; exercises independent judgment in resolution of administrative problems, often acting in the stead of the Executive. Participates in the development of ad-hoc reports. Initiates and oversees organization and implementation of special projects.
Represents the Executive as appropriate in communicating professionally with his peers, staff and external contacts to respond to questions, resolve administrative problems and issues, and gather data as needed.
Specific duties & responsibilities:
Essential Job Functions:
Must have ability to organize all facets of position.
Conserves executive's time by reading, researching, and routing correspondence; drafting letters and documents; collecting and analyzing information; initiating telecommunications.
Maintains executive's appointment schedule by planning and scheduling meetings, conferences, teleconferences and travel.
Exercise independent judgment in prioritization of projects/events. Initiate, develop and prepares agendas; prepare and distributes materials. Provide follow-up information regarding committee actions and decisions.
Provide administrative support as needed for all executive committees, i.e., tracks and assures assignments are on task.
Prepares and/or participates in the preparation of the annual budget presentation for JHH and JHHS.
Assembles and categorizes facts and figures for written computation and calculations.
Analyzes unit operation practices such as record keeping systems, creating new systems or revising established procedures.
Coordinates and implements office services such as purchasing, projects and budget accounting operations.
Ensures operation of equipment by completing preventive maintenance: troubleshooting malfunctions, calling for repairs, space and furniture is always in a state of readiness.
Interprets and communicates operating policies.
Operates personal computer to access e-mail, electronic calendars and other office support software.
Uses various software applications, such as spreadsheets, relational databases, and statistical packages and graphics packages to assemble, manipulate and/or format data and/or reports.
Contributes to team effort by accomplishing related results as needed.
This description is a general statement of required major duties and responsibilities performed on a regular and continuous basis. It does not exclude other duties as assigned.
Scope of Responsibility:
Knows the formal and informal department goals, standards, policies and procedures that may include some familiarity of other departments within the school/division. Is sensitive to the inter-relationship of both people and functions within the department.
On a regular and continuous basis, exercises administrative judgment and assumes responsibility for decisions, consequences, and results having an impact on people, costs, and/or quality of service within the functional area.
Exchanges routine information using tact and persuasion as appropriate requiring excellent oral and written communication skills.
Minimum qualifications (mandatory):
High School diploma or GED required.
Five years progressively responsible administrative experience.
Additional education may substitute for required experience, to the extent permitted by the JHU equivalency formula.
Special knowledge, skills, and abilities:
Must be comfortable working with deadlines.
Must be comfortable working with a variety of communication styles and manage executive calendars that are busy and change often.
Excellent attendance history.
Demonstrated ability to work productively independently and as part of a team.
Technical qualifications or specialized certifications:
All Microsoft Applications
Problem Solving Ability
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 Employee group: Full Time Schedule: M-F; 8:30-5:00PM Exempt Status: Non-Exempt Location: 02-MD:Mount Washington Campus Department name: 10002842-SOM Em Med General Administration 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 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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