Sr. Administrative Coordinator (School of Medicine - All Children's)
About The Position
The Johns Hopkins School of Medicine is seeking a Sr. Administrative Coordinator to provide administrative support and general office management at Johns Hopkins All Children’s Hospital in St. Petersburg, Florida. The role supports the efficient operation of an office, unit, or program and may assist with fiscal and budget management and provide project support to a Dean, Associate Dean, Department Chair, program leadership, or comparable business leaders. The position requires significant collaboration and coordination. The coordinator will maintain knowledge of Johns Hopkins University School of Medicine (JHU SOM) appointment and promotion tracks and their requirements, and coordinate faculty appointments on the JHACH campus in collaboration with faculty candidates and relevant offices. The role also assists with reviewing, formatting, and editing faculty candidates’ CVs to align with JHU SOM guidelines, and develops content and design for the OVD newsletter, published three to four times per year.
Requirements
- High school diploma or graduation equivalent.
- Four years of related experience; additional education may substitute for required experience under the JHU equivalency formula.
- Highly proficient with Microsoft Office programs, including Outlook, Word, Excel, and PowerPoint.
- Intermediate proficiency in calendar management, event coordination, financial administration, interpersonal skills, meeting coordination, office procedures, oral and written communications, organizational skills, and report writing.
- Developing proficiency in project management.
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 department or unit budget administration, including monitoring and tracking expenses, reconciling budgets, resolving issues, assisting with budget projections, and collecting information for budget development.
- Represent department management in appropriate circumstances within the scope of the position’s responsibility and purview.
- Independently develop and manage complex administrative projects, including databases, reports, grant proposals, office workflow, records control, and course materials.
- Coordinate purchasing processes, process department bills, and reconcile accounts.
- Prepare materials for high-level meetings, including drafting agendas and collecting relevant information; provide staff support, record and draft minutes, and monitor and follow up on action items.
- Coordinate general office services, such as payroll, purchasing, records control, office moves or renovations, repairs, and maintenance.
- Serve as liaison or office contact with facilities or other service providers, as needed.
- Identify and resolve administrative problems and issues.
- Analyze operating practices, processes, and procedures, such as recordkeeping systems, forms control, office layout, and personnel requirements.
- Develop and recommend administrative processes and procedures to improve office efficiency; interpret and communicate operating policies.
- Develop and produce reports.
- Assist with preparing presentations.
- Assist with planning special events and functions, including workshops and conferences.
- Coordinate preparation, setup, and logistics for department or office events and functions.
- Perform some non-routine and confidential administrative functions, as needed.
- Coordinate work assignments of students and/or temporary office support, as needed.
- Maintain knowledge of JHU SOM appointment and promotion tracks, including the specific requirements for each.
- Coordinate the faculty appointment process on the JHACH campus under the oversight of the OVD leadership team, working with faculty candidates, the Director of Faculty Affairs, JHU SOM Department Coordinators, and the OFI.
- Assist with formatting, reviewing, and editing faculty candidates’ CVs, as appropriate, to align with JHU SOM guidelines.
- Develop content and design for the OVD newsletter, published three to four times per year.
- Perform other duties as assigned.
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What This Job Offers
Job Type
Full-time
Career Level
Senior
Education Level
High school or GED
