The Sr. Administrative Coordinator will provide executive administrative support to the department director for the strategic operation of the department and overall academic and research mission. Responsible for oversight and coordination of all administrative functions of the Office of the Director. Serves as the front line representative to board members, trustees, deans, faculty, division directors and other contact on behalf of the Department Director. Acts as liaison and serves as front-line representative. Must be able to communicate clearly, appropriately and effectively both orally and in writing, with all levels of staff and leadership both inside and outside the institution.
Specific Duties & Responsibilities
Exercise independent judgment and proactive initiative in making decisions on the director's behalf, as needed. Prioritizing requests and responding in a timely manner.
Ability to think creatively to manage multiple projects independently, including handling matters of a confidential nature with sensitivity and discretion.
Draft and prepare office communication for signature as well as proofread and edit confidential, sensitive information.
Ability to identify problems, propose solutions and implement procedures to enhance the effectiveness of administrative functions for the Director.
Independently manage conflict-free calendar for meetings, appointments and speaking engagements, including those held both inside and outside the institution; assist the director in staying on schedule; anticipate and assemble pertinent materials for meetings and trips.
Make all travel arrangements for director- handle all communication with coordinators and conference organizers, prepare itineraries, conference registration, travel and hotel arrangements, and expense reports for reimbursement.
Answer invitations for seminars, reviews, books, papers, etc.; prepare all forms and materials to be submitted by deadline. Must be able to screen visitors, phone calls, and e-mail, responding on behalf of director when needed.
Planning, scheduling, staffing and documenting meetings for the Director, preparing agendas, PowerPoint presentation, reports, and minutes.
Participate in meetings between the Director and Administrator concerning development of budgets and departmental reports.
Make independent decisions regarding special departmental events and travel. Oversee and coordinate all departmental faculty activities including reviews, recruitment, appointments and promotions.
Coordinate all aspects of faculty searches – exercise independent judgment regarding expenditures – advertising; compose correspondence; maintain database for applicant pool; work closely with Director and Chair of the search committee by providing statistics and coordinating review of applicants; plan meetings, planning for candidate visits.
Manage special departmental events and projects.
Organize and assist committees of the department (Executive Committee, Management Team Meetings, Faculty searches, Website, Seminars, Journal Clubs, course and instructors, etc.); prepare necessary documents for all committee involvements for the director, inside and outside the Institution.
Design and produce reports and documents (statistical and development reports) using PowerPoint, Excel, FileMaker Pro, and various software as necessary.
Assist Director with grant preparation, submission, and meeting deadlines. Provide essential assistance with required documentation from the Director in support of sponsored funds applications. Prepare supporting documentation for required annual reports.
Create and manage file system and follow up activity on a daily basis. Maintain publication PDF library; maintain office equipment and supplies. Flexibility to perform other administrative related duties, if needed.
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.
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.
Bachelor's degree preferred.
Previous work experience in administration at a higher education institution with a strong customer service orientation preferred.
Knowledge of SAP desirable but not required.
Knowledge of JHU policies, procedures, and administrative/financial systems preferred.
Special Knowledge, Skills, and Abilities
Expertise in administrative support in an office setting including calendaring, word processing, data research, travel arrangements, minutes, maintaining filing systems and working with confidential materials.
Experience providing management support including demonstrated writing ability to compose written and electronic communications and purchasing experience, familiarity with hardware and software issues, and demonstrated interpersonal skills to transact with a range of internal and external contracts required.
Classified Title: Sr. Administrative Coordinator Working Title:Sr. Administrative Coordinator Role/Level/Range: ATO 40/E/03/OF Starting Pay Rate Range: $19.82 - $27.26/ Commensurate with Experience Employee group: Full Time Schedule: Monday - Friday, 8:30 am - 5:00 pm Exempt Status: Non-Exempt Location: 04-MD:School of Medicine Campus Department name: 10002853-SOM OB GYN 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.
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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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