Address
Form of workThe Department of Surgery is seeking a CO Sr. Administrative Coordinator to provides administrative and clinical support to the Chief of Minimally Invasive Surgery and fulfills administrative duties to support the overall office. This position will be the first point of contact to the Minimally Invasive Surgery Division (the Division) for all constituents. The Sr. Administrative Coordinator will serve as a liaison with other University Departments, medical center departments, and external organizations. Sr. Administrative Coordinator will work in a fast paced and demanding environment and must be able to function independently.
Specific Duties & Responsibilities
Administrative Duties
- Participate in the preparation of the medical records or research documentation, budget, administrative, and regulatory documents for patient records, grant proposals, clinical or research protocols, and/or contractual agreements.
- Manage the Chief’s electronic calendars for multiple meetings and manage frequent requests.
- Resolve scheduling conflicts.
- Ensure that the Chief is fully prepared for meetings and appearances by coordinating, collecting and providing materials to participants in a timely fashion.
- Develop or revise filing system to maintain academic, administrative, donor, VIP and other relevant files. Maintain files and record keeping systems.
- Plan and coordinate meetings/events which involve securing venues as well as coordinating travel, hotel, reimbursement and payment of honoraria for guest lecturers as well as developing itineraries for guests/potential faculty recruits.
- Work on special projects as requested.
- Coordinate, schedule and send reminders all divisional meetings and meetings hosted by the chief.
- Prepare and edit presentations, slides, manuscripts, reports, and emails as requested.
- Helps coordinate and document management, narrative and statistical reports for private and government agencies.
- Grant preparation, including NIH grant applications or other funding grants.
- Compile data for preparation of various periodic ad hoc reports
- Relay messages and greet visitors to the Division.
- Make travel and accommodation arrangements for Chief and visitors.
- Machines and/or equipment used on the job include a PC, laptop, phone, fax, copier, scanner, printer, LCD projector, and transcription equipment.
- Renew licenses and memberships for Chief as needed.
- Prioritize workloads as needed to meet competing deadlines.
- Perform other duties and special projects as assigned.
- Provide support for faculty's activities with national societies, research projects, and scholarly publications and presentations, serving as a liaison between department and vendors, other departments, and outside organizations. Support includes, managing references, maintenance of a list of continuing medication education (CME) activities and maintenance of a current curriculum vitae (CV).
- Perform a wide variety of administrative support to faculty and staff as required with regards to special projects and items; know the formal and informal Institute goals, standards, policies and procedures.
- Create, maintain, & analyze electronic and paper record keeping systems including retrieval, retention, storage, compilation, updating, and destruction of files; creating new systems or revising established procedures as needed.
- Locates and compiles information and formats reports, graphs, tables, records and other sources of information. Assembles and categorizes facts and figures for written computation and calculations.
- Assists with special events planning.
- Operates personal computer to access email, electronic calendars, and other basic office support software. SAP/Concur transactions including order of supplies (Shopping Cart) and submitting reimbursements. Uses various software applications, such as spreadsheets, relational databases, statistical packages, and graphics packages to assemble, manipulate and/or format data and/or reports. Utilizes Internet to search for information, contacts for research, and clinical consultation, international contacts for teaching and travel.
- Needs to know the campus locations, travel to many buildings to deliver documents and important materials each day.
Clinical Duties
- Demonstrate utmost professional behavior as the representative of the Division.
- Is expected to provide the highest level of compassion, empathy, and customer service to patients and their families.
- Post surgeries, coordinate and schedule testing and clinic visits.
- Answer patient calls and triage where needed. Answers patient medical questions where appropriate and determines if physician/nurse response is required. May perform duties of a sensitive and confidential nature, therefore the position requires an immense degree of discretion and tact.
- Is expected to act as an information resource and provide assistance for faculty, Department manager, trainees and staff as well as contacts from outside the Department.
- The qualified candidate must demonstrate the ability to communicate on a professional level, act appropriately and effectively with all levels of staff, exercise good judgment, and think creatively to manage complex projects and to resolve operational issues.
Minimum Qualifications
- High School Diploma or graduation equivalent.
- Five years progressively responsible administrative experience.
- Additional education may substitute for required experience, to the extent permitted by the JHU equivalency formula.
Classified Title: Sr. Administrative Coordinator
Job Posting Title (Working Title): CO Sr. Administrative Coordinator
Role/Level/Range: ATO 40/E/03/OF
Starting Hourly Pay Rate Range: Min $21.00 - Max $36.50 HRLY($25/hour targeted; Commensurate with experience)
Employee group: Full Time
Schedule: M-F 9-5
Exempt Status: Non-Exempt
Location: Hybrid/School of Medicine Campus
Department name: SOM Sur MIS
Personnel area: School of Medicine
Total Rewards
The referenced salary range is based on Johns Hopkins University’s good faith belief at the time of posting. Actual compensation may vary based on factors such as geographic location, work experience, market conditions, education/training and skill level. Johns Hopkins offers a total rewards package that supports our employees' health, life, career and retirement. More information can be found here: https://hr.jhu.edu/benefits-worklife/
Please refer to the job description above to see which forms of equivalency are permitted for this position. If permitted, equivalencies will follow these guidelines:
JHU Equivalency Formula: 30 undergraduate degree credits (semester hours) or 18 graduate degree credits may substitute for one year of experience. Additional related experience may substitute for required education on the same basis. 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.
**Applicants who do not meet the posted requirements but are completing their final academic semester/quarter will be considered eligible for employment and may be asked to provide additional information confirming their academic completion date.
The successful candidate(s) for this position will be subject to a pre-employment background check. Johns Hopkins is committed to hiring individuals with a justice-involved background, consistent with applicable policies and current practice. A prior criminal history does not automatically preclude candidates from employment at Johns Hopkins University. In accordance with applicable law, the university will review, on an individual basis, the date of a candidate’s conviction, the nature of the conviction and how the conviction relates to an essential job-related qualification or function.
The Johns Hopkins University values diversity, equity and inclusion and advances these through our key strategic framework, the JHU Roadmap on Diversity and Inclusion.
Accommodation Information
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 Talent Acquisition Office at jhurecruitment@jhu.edu. For TTY users, call via Maryland Relay or dial 711. For more information about workplace accommodations or accessibility at Johns Hopkins University, please visit accessibility.jhu.edu.
Johns Hopkins has mandated COVID-19 and influenza vaccines, as applicable. The COVID-19 vaccine does not apply to positions located in the State of Florida. Exceptions to the COVID and flu vaccine requirements may be provided to individuals for religious beliefs or medical reasons. Requests for an exception must be submitted to the JHU vaccination registry. For additional information, applicants for SOM positions should visit https://www.hopkinsmedicine.org/coronavirus/covid-19-vaccine/ and all other JHU applicants should visit https://covidinfo.jhu.edu/health-safety/covid-vaccination-information/.
The following additional provisions may apply, depending on campus. Your recruiter will advise accordingly.
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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