Sr Administrative Coordinator

Johns Hopkins University

Baltimore, MD

ID: 7245694
Posted: May 17, 2024
Application Deadline: Open Until Filled

Job Description

We are seeking a Sr. Administrative Coordinator who will provide administrative support to Research division; Quality, Safety & Service team; Adult Respiratory Therapy and Anesthesia Operations divisions, and 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. This may include Epic scheduling responsibilities for outpatient visits and procedures.

Specific Duties & Responsibilities

Provide administrative support to the Research Division faculty and lab members; Quality, Safety & Service team; and Adult Respiratory and Anesthesia Operations divisions within the department.
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 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 divisional events and celebrations.
Process vendor bills for the division 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.
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, Safety, & Service team to include the N-FPPE and OPPE requirements and required credentialing privileges forms.
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 Divisions, faculty members, and other team 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.

Minimum Qualifications
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.