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Sr. Administrative Coordinator (Pediatrics) - #Staff
Job
Johns Hopkins University
Remote
$60,476 Salary, Full-Time
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Job Description
The Department of Pediatrics is seeking a full time •_Sr. Administrative Coordinator_•to provide complex administrative and project support to the Division of Gastroenterology, Hepatology and Nutrition. The successful candidate will provide a range of administrative and clinical support to higher-level administrative staff and assists the Department Leadership with daily administrative operations. This position will also play a support role for other departmental leaders, faculty, and manager. Responsibilities include scheduling complex appointments and meetings, preparing meeting and travel/recruitment materials, preparing correspondence, compiling data, answering telephones, on call schedules, special projects, and records maintenance. Will perform duties of a sensitive and confidential nature. •Specific Duties & Responsibilities•+ Plan, support, and organize daily activities of the office, unit or program. + Provide complex administrative, project, and calendar support to a Dean, Associate Dean, Department Chair, program leadership or comparable business leaders. + Manage team and/or assigned leaders' calendars; plan and schedule meetings and coordinate associated logistics. + Support the administration of the department/unit's budget, including monitoring and tracking expenses, budget reconciliation, resolving issues, and assisting with developing budget projections, collecting information for budget development. + May represent department management in appropriate circumstances within the scope of the position's responsibility and purview. + Independently develop and manage complex and key administrative projects (databases, reports, grant proposals, office workflow, records control, course materials). + Coordinate purchasing processes; process various department bills and reconcile accounts. + Prepare meeting materials (e.g., draft agenda, collect relevant information) and provide staff support for high-level meetings. Record and draft minutes, monitor and follow-up on action items. + Coordinate and provide various general office services, e.g., payroll, purchasing, records control, office moves/renovations, repairs and maintenance. + May serve as the liaison or office contact with facilities or other service providers. + Identify and resolve administrative problems and issues. + Analyze operating practices, processes and procedures (e.g., record keeping systems, forms control, office layout, personnel requirements). + Develop and recommend administrative processes/procedures to ensure efficiency in general office operations, interpret and communicate operating policies. + Develop and produce reports. + Assist with preparation of presentations. + Assist with planning special events/functions, including workshops, conferences, etc. + Coordinate preparation, set up and logistics for department/office events/functions. + May perform some non-routine and confidential administrative functions. + Coordinate work assignments of students and/or temporary office support, as needed. + Other duties as assigned. •Additional Skills, Knowledge and Abilities•+ Knowledge of the formal and informal departmental goals, standards, policies and procedures that may include some familiarity of other departments within the school/division. + Ability to be a team player by working to promote an atmosphere of respect, collegiality, integrity and discovery. + Ability to integrate and synthesize information from multiple sources. + Ability to meet deadlines and work flexible hours. + 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 + Ability to adapt 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. •Minimum Qualifications•+ High school diploma or graduation equivalent. + Four years of related experience. + Additional education may substitute for required experience and additional related experience may substitute for required education permitted by the JHU equivalency formula. Beyond a high school diploma/graduation equivalent, to the extent