Sr. Administrative Coordinator

We are seeking a casual Sr. Administrative Coordinator who will report to and work directly with the Chair of the Department of Medicine. This position that independently manages projects, develops and maintains positive working relationships internal and external to the school, the University, Hospital, and with all those they come in contact with including University representatives, government representatives (NIH, NHLBI, AMA, local political representatives, etc.), faculty, staff, students, and patients. The person in this position is responsible for confidential and non-confidential communication of all types with the people listed above. The Sr. Administrative Coordinator represents the Chair in all business conducted on their behalf for the Department of Medicine. (Note: the Department of Medicine is the largest department in the School of Medicine and has 500+ full-time faculty, and 3,000+ staff.

Specific Duties & Responsibilities

• Oversee the smooth functioning of the Chair of the Department of Medicine's office, operation and staff coordination, including personnel issues associated with support staff of the Chair's office and facilitating communication within the rest of the department and other parts of the Hospital (JHH, BMC, etc.) and University (JHU-SOM).
• Monitor, evaluate and implement business practices and procedures to support the day-to-day operational needs of the Chair's office.
• Oversee and reconcile executive card for Chair related purchases such as travel, entertainment, presentation materials, etc.
• Staff departmental committees as well as various committees for the Chair.
• Oversee various projects through to completion, requiring broad understanding of issues throughout the department, JHH, SOM and JHM.
• Serve as a project person and take on non-routine projects that generally require coordinating between various offices reporting to the Chair.
• Oversee other administrative staff supporting the Chair. Provide input to hiring and annual evaluations; establish priorities when needed; oversee work (patient care, filing, transcription, billing, etc.).
• Develop new administrative policies as needed to ensure smooth operation in the office of the chair.
• Make decisions and establishes work priorities on essential operations.
• Responsible for scheduling for the chair's calendar and ensure appropriate materials are prepared for meetings.
• Make travel arrangements for the Chair.
• Approve expenditures and reconciles statements for chair's account. Prepare agendas, background materials and handles logistics for meetings such as retreats, faculty meetings, dignitaries' visits, etc.
• Manage financial transactions involving Chair's discretionary accounts, reimbursements and service contracts.
• Write responses to Chair's email/mail and miscellaneous material as requested by the Chair. Review all incoming correspondence and edit all outgoing correspondence to remain current on issues. Forward information to the appropriate parties. Ensure follow-up as required.
• Handle confidential material from inside and outside the department.
• Coordinate, write, edit and distribute Chair's executive agendas as well as follow up minutes (JHH, JHU executive meetings, etc.). Consult with Vice Chair, Division Chief, faculty, and support staff on agenda items.
• Interpret department's Strategic Plan to faculty and support staff. Organize and coordinate all aspects of Day of Learning (DOL).
• Edit departmental newsletter and website. Write and/or edit articles, as well as oversee layout and decide on material to be included in these or other communication formats.
• Oversee full-time and part-time faculty annual review process for the Chair and Dean's Offices. Will organize materials and insure completion. Organize and coordinate sponsored research proposals generated by the Chair.
• Liaison with Offices of Public Affairs and Planning & Marketing.
• Work closely with Department's Development Office in scheduling visits/events for donors and dignitaries.
• Organize and coordinate annual faculty/staff holiday celebration.
• Other duties as assigned.

Special Knowledge, Skills, & Abilities

• Ability to speak publicly and provide presentations as required.
  

• Ability to act proactively, independently and exercise good judgment.
• Ability to think creatively in order to manage various complex projects and work with multiple interruptions and stay on task.
• Ability to perform duties without direct supervision or guidance regularly.
• Ability to communicate in a highly professional manner; clearly, appropriately, and effectively with at all institutional levels.
• Interest in continued development with project management and time management classes.
• Proficiency in Outlook, Word, PowerPoint, Excel, and Adobe as well as web-publishing software.

• 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 Salary Range: $21.25 - $36.90 HRLY ($35,000 targeted; Commensurate with experience)
Employee group: Casual / On Call
Schedule: Varies
Exempt Status:Non-Exempt
Location:Hybrid/School of Medicine Campus
Department name: SOM DOM General Admin Chairmans Offf
Personnel area: School of Medicine