Career Center

We are seeking a Sr. Administrative Coordinator who will provide executive administrative support to the administrator and department director for the strategic operation of the department and overall academic and research mission. Responsible for oversight and coordination of all administrative functions of the Department Senior Administrator. Acts as liaison and serves as front-line representative to faculty and staff within the department. Must be able to communicate clearly, appropriately and effectively both orally and in writing, with all levels of staff and leadership both inside and outside the institution. Perform all duties in a fast paced and demanding environment.

Specific Duties & Responsibilities

• Exercise independent judgment and proactive initiative in making decisions on the administrators behalf, as needed.
• Prioritizing requests and responding in a timely manner.
• Ability to think creatively to manage multiple projects independently, including handling matters of a confidential nature with sensitivity and discretion.
• Draft and prepare office communication for signature as well as proofread and edit confidential, sensitive information.
• Ability to identify problems, propose solutions and implement procedures to enhance the effectiveness of administrative functions for the administrator.
• Independently manage conflict-free calendar for meetings, appointments and speaking engagements, including those held both inside and outside the institution.
• Assist the administrator in staying on schedule, anticipate and assemble pertinent materials for meetings and trips.
• Make all travel arrangements for the administrator- handle all communication with coordinators and conference organizers, prepare itineraries, conference registration, travel and hotel arrangements, and expense reports for reimbursement.
• Answer invitations for seminars, reviews, books, papers; prepare all forms and materials to be submitted by deadline.
• Must be able to screen visitors, phone calls, and e-mail, responding on behalf of director as needed.
• Will also cover and assist Senior Administrative Coordinator to the Chairman and work together as a team to manage the overall office. Multi-task and manage office operations, while maintaining strong focus on assigned tasks. Strong administrative resource for 7 divisions within the department. Resource to other staff members.
  
• Assists the Senior Administrator with preparation of numerous meetings, some recurring.
• Coordinate regular and ad hoc departmental meetings.
• Understand the priorities and goals of the department and accurately maintain calendars, coordinate zoom meetings, resolve-scheduling conflicts, and prioritize requests.
  
• Serve as front-line representative to board members, trustees, deans, faculty, directors, staff. Develop and maintain strong relationships across JHU to facilitate work of the department.
  
• Assist with the research and resolution of patient complaints by triaging and managing status flow of resolutions. Goal is a 5-7-day turnaround from original complaint date.
  
• Event planning, execution, coordinate venues, site visits, invites, guest lists, registration tables, menus, entertainment, photographers, AV, parking, setup/breakdown, and budgets. Assists with faculty appointments/re-appointments, evaluations, promotions, and offer letters.
  
• Manage and oversee Chairman Suite kitchenette and breakroom. This requires daily restocking of inventory, making certain the environment is sanitized and organized, and ordering of supplies.
  
• Work with Facilities Management on projects, renovations, reconfigurations, space requests.
  
• Manage plasma screens content with SCALA, manage faculty photo walls, conference rooms, kitchen, departmental copiers, AV equipment.
  
• Organize and assist committees within the department as well as JHUSOM, JHHS, JHH.
• Prepare necessary documents for all committee involvements for the administrator, inside and outside the Institution.
• Design and produce reports and documents (statistical and development reports) using PowerPoint, Excel, FileMaker Pro, and various software as necessary.
  
• Create and manage file system and follow up activity on a daily basis. Maintain publication PDF library; maintain office equipment and supplies, including department nourishment room.
  
• Flexibility to perform other administrative related duties, if needed. Maintain the highest degree of confidentiality.
  

• 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.

• Bachelors Degree preferred.
• Previous work experience in administration at a higher education institution with a strong customer service orientation preferred.
• Knowledge of SAP desirable but not required. Knowledge of JHU policies, procedures, and administrative/financial systems preferred. Special Knowledge, Skills, and Abilities

• Knowledge of JHU policies, procedures, and administrative/financial systems preferred.

Special Knowledge, Skills, & Abilities

• Expertise in administrative support in an office setting including calendaring, word processing, data research, travel arrangements, minutes, maintaining filing systems and working with confidential materials.
  

• Experience providing management support including demonstrated writing ability to compose written and electronic communications and purchasing experience, familiarity with hardware and software issues, and demonstrated interpersonal skills to transact with a range of internal and external contracts required.

Classified Title: Sr. Administrative Coordinator   
Role/Level/Range: ATO 37.5/03/OF  
Starting Hourly Pay Rate Range: $20.40-$28.00-$35.70 HRLY (Commensurate with experience) 
Employee group: Full Time 
Schedule: Monday - Friday, 8:30 am - 5:00 pm 
Exempt Status: Non-Exempt 
Location: Hybrid/School of Medicine Campus 
Department name: ​​​​​​​SOM OB GYN General Administration  
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.

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.

About Johns Hopkins University

Johns Hopkins University remains committed to its founding principle, that education for all students should be grounded in exploration and discovery. Hopkins students are challenged not just to learn but also to advance learning itself. Critical thinking, problem solving, creativity, and entrepreneurship are all encouraged and nourished in this unique educational environment. After more than 130 years, Johns Hopkins remains a world leader in both teaching and research. Faculty members and their research colleagues at the university's Applied Physics Laboratory have each year since 1979 won Johns Hopkins more federal research and development funding than any other university. The university has nine academic divisions and campuses throughout the Baltimore-Washington area. The Krieger School of Arts and Sciences, the Whiting School of Engineering, the School of Education and the Carey Business School are based at the Homewood campus in northern Baltimore. The schools of Medicine, Public Health, and Nursing share a campus in east Baltimore with The Johns Hopkins Hospital. The Peabody Institute, a leading professional school of music, is located on Mount Vernon Place in downtown Bal...timore. The Paul H. Nitze School of Advanced International Studies is located in Washington's Dupont Circle area.

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