Sr. Administrative Coordinator

We are seeking a Sr. Administrative Coordinator to provide administrative support to the director's office, divisions, faculty, and staff as required for the Department of Anesthesiology and Critical Care Medicine. Serve as a floater when other Administrative Coordinators within the department are out of the office due to extended leave or other circumstances.

Specific Duties & Responsibilities

• Provide administrative support to director's office, divisions, division chiefs, faculty, and staff.
• Assist in managing daily calendar management by scheduling meetings, appointments, and travel as assigned.
• Provide assistance with coordinating large meetings and standing committees as requested.
• Coordinates the travel arrangements and expense reimbursements for Grand Rounds guest lecturers by creating itineraries, securing venues, contracting catering, coordinating hotel and travel, processing reimbursements and payment of honoraria.
• Coordinate travel for faculty candidates by scheduling transportation, reimbursing expenses, scheduling interviews, planning itineraries and hosting guests upon arrival.
• Assist with coordinating complex projects such as department or divisional events and celebrations.
• Process vendor bills for Director's office using SAP financial management system.
• Prepare and format routine correspondence for the administrative team.
• Manage office filing system by updating file directories and keeping files neatly organized to ensure the expeditious retrieval of information.
• Mail distribution, inter-departmental, USPS, FedEx, and UPS parcels as needed.
• Screen and triage incoming mail and phone calls.
• Maintain ACCM conference room scheduling, room reservation requests, and set up teleconference and audiovisual connections as requested.
• Research and assemble materials for presentations and departmental projects.
• Prepare shopping carts, purchase orders, travel reimbursements, and online check requests.
• Orders office supplies and equipment in accordance with JHU procurement policies and procedures. Anticipates office supply needs and processes the necessary purchase orders.
• Oversees the department and divisional radiation badges process as assigned. Distribute radiation badges to designated personnel to disseminate and collect on a quarterly basis.
• Review financial reports (i.e. YPA accounts and Divisional spending) on a monthly basis for the Division Chief and faculty members.
• Work in clinical scheduling systems as assigned.
• Provides orientation/onboarding of new faculty members within the division. This includes coordinating with HR, Finance, and Credentialing office.

• Orders pagers and supply replacements as necessary.
• Order lab coats for new faculty and replacements as requested.
• Order business cards and stationery as requested.
• Manage and organize administrative requirements for Quality Assurance (QUAC) for the divisions to include transcription of minutes. Provide information to the appropriate office within the department.
• Provide back-up coverage within the department when other administrative coordinators are out of the office due to extended leave (FML, vacation, etc.) or other circumstances.
• Maintain a high degree of customer service excellence in a highly confidential environment.
• Assist with the completion of documentation for appointments, reappointments, promotions, nominations, sabbatical leaves, absences, and other administrative forms for the Division Chief and faculty members.
• General administrative duties to include, but not limited to scanning, copying, sorting mail, office and kitchen/control center supplies, triaging phone calls, and greeting and assisting visitors.
• Other duties as assigned.

• 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):Sr. Administrative Coordinator
Role/Level/Range: ATO 37.5/03/OF
Starting Salary Range: $21.25 - $36.90 HRLY ($29.33/hour targeted; Commensurate with experience)
Employee group: Full Time
Schedule: Monday - Friday, 8:30a-5:00p
Exempt Status:Non-Exempt
Location:Hybrid: On-site 3-4 days a week
Department name: 10002716-SOM Ane General Administration
Personnel area: School of Medicine