Sr. Administrative Coordinator; Pediatrics

Position: Sr. Administrative Coordinator (Pediatrics)
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

Classified

Title:

Sr. Administrative Coordinator

Role/Level/Range: ATO 37.5/03/OF

Starting Salary Range: $21.25 - $36.90 HRLY ($50,000 targeted; Commensurate w/exp.)

Employee group:
Full Time

Schedule:

M-F 8:30 am - 5pm

FLSA Status:
Non-Exempt

Location:

Hybrid/School of Medicine Campus

Department name: SOM Ped Gastroenterology

Personnel area:
School of Medicine