The Sr. Administrative Coordinator provides complex administrative support to the Division Chief and Administrator of Cardiology and acts as the center point of contact between management, PI's, division contacts, finance and administration. Additionally, this position coordinates major donor visits, special guests, visitors and speakers for the Division and liaises with Deans Office, JHH president’s office, and DOM leadership.
The Sr. Administrative Coordinator ensures smooth management of the day to-day administrative operations of the Division and is expected to act as an information resource and provide assistance for Director, faculty, administration and staff as well as contacts from outside the Department.
Exercises independent judgment, maintains high-level of confidentiality, demonstrates initiative and public relations skill, multi-tasks, and manages many competing priorities.
Coordinates complex meetings, prepares and distributes meeting materials and agendas.
Manage the Director's electronic calendars for multiple meetings and manage frequent requests. Resolve scheduling conflicts.
Ensure that the Director is prepared for travel, meetings and appearances by coordinating, collecting, and providing materials in a timely fashion.
Develop or revise filing system to maintain academic, administrative, donor, VIP and other relevant files and record keeping systems.
Arrange special luncheons and dinners, catering, invitations, room arrangements, schedule conferences, banquets and other special functions for visitors for the Division.
Responsibility for staffing various projects and meetings: ensuring event/meeting logistics, confirming attendance, taking minutes, noting milestones for the project and disseminating to participants.
Applies strong writing skills to draft, proofread, and edit a variety of written materials such as letters, other correspondence, and presentations.
Submit travel reimbursements and invoices through the SAP system.
Compile data for preparation of various periodic ad hoc reports.
Work on special projects as requested.
Provides complex administrative support to the Director including report preparation, proofing and editing.
Works independently and able to prioritize workloads as needed to meet competing deadlines in a fast paced often stressful environment.
Coordinate national/international travel arrangements; prepare and submit expense reports and annual summaries.
Organize and maintain electronic files of correspondence.
Monitor, maintain and order office supplies and small office equipment.
Demonstrate highly developed oral and written communication and interpersonal skills, pleasant demeanor and professional attitude.
Demonstrates the ability to represent the Division effectively and professionally.
Demonstrate flexibility and re-establish priorities and work plans to compensate for unanticipated changes in work volume to adequately meet departmental needs as deemed necessary.
Demonstrates the ability to relate well and work with all levels of staff.
Demonstrates the ability to manage multiple projects simultaneously to meet deadlines.
Consistently uses discretion when discussing confidential matters.
Performs other duties as required.
High School Diploma required.
Five (5) years progressively responsible administrative experience required.
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. 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.
Experience in SAP preferred.
Knowledge of JHU administrative policies and procedures preferred.
Excellent computer literacy skills including Microsoft Office, email, e-calendar (Outlook) capabilities, video conferencing, graphics, presentation and other administrative software.
Classified title: CO 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 - 8:00am-5:00pm 40hrs/Wk
Location: 600 N Wolfe St, Baltimore, MD – East Baltimore
Department name: 10002805 - SOM - DOM - Cardiology
Personnel area (School): SOM – School of Medicine
The successful candidate(s) for this position will be subject to a pre-employment background check.
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