Sr. Administrative Coordinator (Pediatrics)

Johns Hopkins University•Baltimore, MD

2d•$21 - $37•Hybrid

About The Position

The Department of Pediatrics is seeking a full time Sr. Administrative Coordinator to provide complex administrative and project support to the Division of Gastroenterology, Hepatology and Nutrition. The successful candidate will provide a range of administrative and clinical support to higher-level administrative staff and assists the Department Leadership with daily administrative operations. This position will also play a support role for other departmental leaders, faculty, and manager. Responsibilities include scheduling complex appointments and meetings, preparing meeting and travel/recruitment materials, preparing correspondence, compiling data, answering telephones, on call schedules, special projects, and records maintenance. Will perform duties of a sensitive and confidential nature.

Requirements

High school diploma or graduation equivalent.
Four years of related experience.
Additional education may substitute for required experience and additional related experience may substitute for required education permitted by the JHU equivalency formula.
Knowledge of the formal and informal departmental goals, standards, policies and procedures that may include some familiarity of other departments within the school/division.
Ability to be a team player by working to promote an atmosphere of respect, collegiality, integrity and discovery.
Ability to integrate and synthesize information from multiple sources.
Ability to meet deadlines and work flexible hours.
Excellent typing and accuracy skills
Ability to operate a fax, copier, scanner, desktop computer, laptop computer, personal digital assistant, and a telephone.
Proficiency with personal computers.
Demonstrated knowledge of Windows, MS Word, Word Perfect, graphics and presentation software
Ability to adapt to changes in office technology and software to ensure efficient office practices.
Excellent verbal and written communications skills
Strong organizational skills.
Independent worker, who is flexible, motivated and able to handle multiple tasks; self-starter.

Responsibilities

Plan, support, and organize daily activities of the office, unit or program.
Provide complex administrative, project, and calendar support to a Dean, Associate Dean, Department Chair, program leadership or comparable business leaders.
Manage team and/or assigned leaders’ calendars; plan and schedule meetings and coordinate associated logistics.
Support the administration of the department/unit's budget, including monitoring and tracking expenses, budget reconciliation, resolving issues, and assisting with developing budget projections, collecting information for budget development.
May represent department management in appropriate circumstances within the scope of the position’s responsibility and purview.
Independently develop and manage complex and key administrative projects (databases, reports, grant proposals, office workflow, records control, course materials).
Coordinate purchasing processes; process various department bills and reconcile accounts.
Prepare meeting materials (e.g., draft agenda, collect relevant information) and provide staff support for high-level meetings. Record and draft minutes, monitor and follow-up on action items.
Coordinate and provide various general office services, e.g., payroll, purchasing, records control, office moves/renovations, repairs and maintenance.
May serve as the liaison or office contact with facilities or other service providers.
Identify and resolve administrative problems and issues.
Analyze operating practices, processes and procedures (e.g., record keeping systems, forms control, office layout, personnel requirements).
Develop and recommend administrative processes/procedures to ensure efficiency in general office operations, interpret and communicate operating policies.
Develop and produce reports.
Assist with preparation of presentations.
Assist with planning special events/functions, including workshops, conferences, etc.
Coordinate preparation, set up and logistics for department/office events/functions.
May perform some non-routine and confidential administrative functions.
Coordinate work assignments of students and/or temporary office support, as needed.
Other duties as assigned.