The Division of Endocrinology in the Department of Pediatrics is seeking a Sr. Administrative Coordinator to provide a range of administrative support to higher-level administrative staff and assist the Division Leadership with daily administrative operations and will also play a support role for other division leaders and faculty. The successful candidate will have a strong foundation in scheduling complex appointments and meetings, preparing meeting and travel materials, preparing correspondence, compiling data, answering telephones, special projects, and records maintenance.
Location: Baltimore, MD, United States 21287
Specific Duties & Responsibilities
Provides administrative support to Division Leadership, to include maintaining schedules, arrange and prepare for meetings, preparation and editing of general correspondence, maintain minutes from meetings as required, prepare and maintain required reports, and process expense accounts/reimbursements.
Communicates effectively and maintain positive courteous, supportive, and professional working relationships with all levels of contacts, contributes to the customer service-oriented atmosphere within the Division to assist other functional areas when needed or requested.
Assumes administrative tasks, special projects, ad hoc reports, budgets, billing, research data and other related activities. A high level of confidentiality and professionalism is required.
Serves as main contact with staff and visitors for the Division Leadership, answers telephone, screens callers, takes messages or refers questions to the appropriate staff, and greet visitors, provides backup phone coverage for the office, completes SAP forms for position requisitions, schedules elaborate and detailed appointments.
Maintains calendar, schedule appointments and meeting rooms; makes travel and accommodation arrangements and prepare expense and travel reports. Maintains correspondence log by checking email and voicemail.
Composes, edits, types and distributes various form letters and correspondence, creates and maintains necessary files, orders supplies as needed.
Develops and maintains information to generate various reports on departmental safety and strategy projects. Creates tables, charts, graphs, and PowerPoint presentations as needed. Maintains project files, coordinates the receipt and processing of information for project management.
Documents administrative systems through compiling and updating manuals, policies & procedures.
Reconciles budgets and manage project budgets including but not limited to, Administrative Book Fund, Employee Recognition expenditures, Service Recovery Expenditures , budgets for department-wide events, and may coordinate payroll functions.
May prepare all reimbursements for Division Leadership.
Makes all travel and accommodation arrangements for Division Leadership.
Coordinates the servicing of office equipment as needed, and maintains and orders office supplies/equipment as necessary.
Assists with planning and execution of meetings and training sessions as directed by the Division Leadership. Attends meetings to record decisions and action points.
Coordinates rotations for trainees from within and outside of Hopkins.
Performs other duties as assigned by the Division Leadership.
Special Knowledge, Skills & Abilities
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.
Adapts 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.
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 Role/Level/Range: ATO 37.5/03/OF Starting Hourly Pay Rate Range: $20.40 - $28.00/hr (Commensurate with experience) Employee group: Full Time Schedule: M-F, 40hrs/wk Exempt Status: Non-Exempt Location: Hybrid/School of Medicine Campus Department name: SOM Ped Endocrine Personnel area: School of Medicine
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.
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