Career Center

The Department of Pediatrics is seeking an Administrative Supervisor that will support the Leadership suite of the Johns Hopkins Cardiology & Heart Center by providing complex administrative and project support to ensure the smooth and efficient operation of the office.  The ideal candidate will assist the Divisions Leadership in creation of solutions or organizational systems to assist in streamlining procedures and processes to move the department forward. A successful candidate will be pivotal in assisting the Children's Center Division Director & Co-Director of the Blalock-Taussig-Thomas Heart Center and the Division's Sr. Administrative Manager in accomplishing the goals, strategies, and initiatives of the department.

Specific Duties & Responsibilities:

• Manage and complete extensive planning to ensure a positive outcome on all project work.  Projects include, but are not limited to:
  • Faculty Recruitment activities for the department
  • Manages EPIC ARM requests for division (ARMS security coordinator)
  • Participate in facilitating Team building events for staff and administrative team
  • Strategic planning events for the department (as directed)
  • Departmental functions
  • Employee Recognition committee
  • Educational Program support (as directed)
• Arranges meetings, schedules appointments, and maintains personal appointment books for Division Director.
• Make domestic and international travel arrangements with corresponding detailed itineraries and briefings in preparation for donor visits; coordinate travel plans and appointments. 
• Reconcile all travel expenses and submit travel reimbursements in a timely and thorough manner. Organize and maintain electronic and hard filing system of financial documentation. Process offices invoices and ensure adherence to the budget.
• Interfaces in a professional manner with, departmental advisory board members, faculty, staff, and current and potential donors.
• Research and/or compile briefing materials, as needed, for meetings to ensure leadership is fully prepared for scheduled appointments, presentations, discussions, etc. including researching and gathering critical information, creating presentations, preparing briefings, developing and proposing agenda items and conducting necessary follow-ups. Assure that materials are accessible in a timely manner and kept confidential.
• Provide for the administrative needs of staff by supervising the procurement, maintenance, and replacement of office supplies and equipment as needed. Other responsibilities as required/assigned
• Partners with Administrative Manager for office logistical changes and needs
• Attends CUSP meeting to disseminate relevant divisional information
• Serve as back-up billing processor for external pro-fee locations
• Document and prompts action items from the director's faculty meetings
• Anticipate and problem-solve issue and concerns that will impact the Heart Center department
• Exercises independent judgement in the resolution of administrative problems

Minimum Qualifications (Mandatory):

High School Diploma/GED.

• Five (5) years of progressively responsible administrative experience.

Additional education may substitute for required experience, to the extent permitted by the JHU equivalency formula.

* JHU Equivalency Formula: 30 undergraduate degree credits (semester hours) or 18 graduate degree credits 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. *

Special Knowledge, Skills, and Abilities:

Must be proficient in Microsoft Office Suite and able to use various software applications.

• The individual needs to be detailed-oriented, organized, and have excellent written and oral communication.
• Excellent interpersonal and communication skills, both oral and written, ability to clearly relay information to faculty, staff and students.
• Ability to independently interpret policies and processes
• Very strong organizational skills, analytical and problem-solving abilities, and attention to detail
• Ability to exercise independent judgment
• Ability to oversee, prioritize and direct the work efforts of other staff members.
• Proven ability to assess priorities, respond quickly to changing needs, and balance competing responsibilities.
• Must have the ability to work with flexibility on several tasks simultaneously and to meet various concurrent deadlines
• Proficiency with Microsoft Word and other Microsoft Office applications
• Must have the ability to maintain confidentiality and effectively interact with all levels of University and Hospital employees as well as outside contacts.

Technical qualifications or specialized certifications:

EPIC, Microsoft Office

Supervisory:

2 Administrative Coordinators

Classified Title: Administrative Supervisor 
Working Title: Administrative Supervisor   
Role/Level/Range: ATO 37.5/03/OF  
Starting Salary Range: $42,432 - $58,240/ Commensurate with Experience 
Employee group: Full Time 
Schedule: M-F; 8:30a - 5:00p 
Exempt Status: Exempt 
Location: 04-MD:School of Medicine Campus 
Department name: 10003075-SOM Ped Cardiology 
Personnel area: School of Medicine 

The successful candidate(s) for this position will be subject to a pre-employment background check.

The Johns Hopkins University values diversity, equity and inclusion and advances these through our key strategic framework, the JHU Roadmap on Diversity and Inclusion.

Equal Opportunity Employer

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.

EEO is the Law
Learn more:
https://www.eeoc.gov/sites/default/files/migrated_files/employers/poster_screen_reader_optimized.pdf

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. 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.

Note: Job Postings are updated daily and remain online until filled.