Classified Title:Administrative Coordinator Working Title:Administrative Coordinator Role/Level/Range: ATO 40/E/02/OE Starting Salary Range: $17.25 - $23.72; commensurate with exp. Employee group: Full Time Schedule: Mon-Fri 8:30-5 Exempt Status: Non-Exempt Location: 04-MD:School of Medicine Campus Department name: 10002993-SOM Oph Comprehensive Eye Svc Personnel area: School of Medicine
Will provide routine and complex administrative and project support to faculty members for the Wilmer Eye Institute, handling office workflow pertaining to correspondence, calendaring, scheduling, and meeting reporting
Coordinates and manages the e-calendars
Maintains administrative schedule including scheduling meetings, depositions, court appearances, speaking engagements and attendance at local, national and international meetings.
Responds to faculty last minute changes to clinic times by rescheduling patient appointments as necessary.
Coordinates travel arrangements for conferences and meetings, ensuring registration for medical conferences and continuing education including processing forms necessary for tuition remission
Prepare agendas for internal meetings, prepare and distribute the minutes.
Coordinates reimbursement from university funds for eligible business related expenses
Manages transcription process, composes and distributes correspondence, e-mail and manages, organizes and maintains confidential files.
Proofreads communications to ensure accuracy and appropriateness.
Supports and facilitates the fund raising activities with donors, VIPs and the Wilmer Development Office through assisting with preparation of materials, background information and follow up contacts and correspondence.
Manages media queries and coordinates media interaction with the Director of Public Affairs, coordinates and supports the development of journal publications; assists with preparation of manuscripts.
Assists in preparation/administration of sponsored grant proposals, IRB research studies and industry collaboration projects/studies under the direction of faculty member
Assists with the IRB application process and works with Wilmer and Johns Hopkins administration and grants personnel to prepare and monitor budgets for sponsored accounts.
Using SAP, orders office and laboratory supplies as directed, processes invoices for payment and check or travel request for reimbursement.
Assists with conferences and workshops
Works with credentialing office to ensure new faculty recruits are on-boarded timely and accurately.
Cross covers MOC/PSC staff by scheduling and canceling patient appointments as needed.
Performs other duties as necessary
HS Diploma or GED. Three years related experience
Special knowledge, skills, and abilities:
Excellent organization, verbal and written communication skills, typing/dictation skills, professional maturity, appearance, and demeanor required. Ability to work independently and handle multiple tasks simultaneously, ability to establish priorities, advanced computer skills. Knowledge of medical terminology and medical insurance requirements. Must be able to interact well with staff, patients, and physicians.
The successful candidate(s) for this position will be subject to a pre-employment background check.
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The following additional provisions may apply depending on which campus you will work. Your recruiter will advise accordingly.
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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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