Senior Administrative Coordinator

2 weeks ago

Baltimore, United States Johns Hopkins University Full time

We are seeking a Sr. Administrative Coordinator (SAR) who will provide administrative support to the Administrator for the Department of Surgery. Employees that are successful in this role possess strong communication skills (both written and oral), high attention to detail, and can be relied upon for dependable and consistent work output. This person will coordinate office support such as purchasing, scheduling and other administrative activities. Interprets operating policies; exercises independent judgment in resolution of administrative problems.


Specific Duties & Responsibilities


Programs

  • Assist in the preparation of conferences such as Grand Rounds and M&M Conferences This includes, identifying space, setting up the virtual meeting, working with the CME office and Enterprise A-V team for conference recording, coordinating with visiting presenters, and any additional adhoc components for these weekly meeting.
  • Serve as primary contact for the program with internal divisions and external organizations.
  • Responsible for monitoring budget expenses, performing budget reconciliation.
  • Identify and resolve administrative problems and issues such as telephone setup/disconnect, getting keys for certain offices, badge access, purchase orders and invoice follow-up. Develop and recommend administrative process/procedures to assure efficiency in general office operations.
  • Develop and compile reports such surgery IT inventory reports and asset management, slide decks for onboarding, etc.


Computers

  • Assist with computer needs, set-up, trouble shooting, ordering software and setting up installation, printers, etc. and coordinate technical support with CTS LAN services.
  • Processing reimbursements, travel expenses, vendor payments, wire transfers, coding and processing invoices relating to software/hardware, registry invoices, surgery related projects, and setting up and processing purchase order payments.
  • Monitors and approve expenditures throughout the budgetary period, for computer IT equipment and software.
  • Responsible for processing, tracking, and managing organ recovery invoices for the transplant program.
  • Uses various software applications, such as spreadsheets, relational databases, statistical packages, and graphics packages to assemble, manipulate and/or format data and/or reports.
  • Confers with appropriate internal and external administrative offices to ensure that required procedures are followed such as working with SAP in processing of payments and purchase orders and CTS managers for managing the leased computer agreement.
  • Assist with keys for new office space.
  • Desktop / Laptop SLA orders and inventory list management.
  • New equipment management ordering (monitors, printers, IT equipment) etc. and follow up on delivery and installation.
  • Printer management / HP services liaison.
  • Maintain Halsted Portal - Service List.
  • Maintain SharePoint - management and posting of information.
  • Dissemination of critical system outages via email/portal - email notification of IT information.
  • Maintain Active Directory Account Management.
  • Maintain JHED account sponsorship.
  • Provide guidance on Zoom Accounts and Audit Zoom accounts / billing.
  • Maintain and Audit SYMPA email distribution lists and Exchange Distributions lists to ensure they are up to date with new and existing faculty and staff
  • Liaison with CTS.
  • Maintain Mainspring account - billing and monthly verification of logs.
  • Maintain IT Introductory Guide.
  • Surgery IT Expense Tracking and reconciliation of fees and invoices.
  • Monthly review of department Help Desk Tickets/Report/Service Request.
  • Attend IT conference calls/meetings.
  • Maintain Email Accounts / billing reconciliation.
  • Assist with IT exit interviews.
  • Data extract validation / Application Testing / Validation Testing as needed.
  • Management of sign in and out loaner laptops.
  • Applies a working knowledge of applicable laws and regulations; verifies documents for completeness and compliance with government and private agencies.
  • 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.

Classified Title: Sr. Administrative Coordinator
Role/Level/Range: ATO 37.5/03/OF
Starting Salary Range: $21.25 - $36.90 HRLY ($65,000 targeted; Commensurate with experience)
Employee group: Full Time
Schedule: M-F 9-5
Exempt Status:Non-Exempt
Location:Hybrid/School of Medicine Campus
Department name: SOM Sur General Administration
Personnel area: School of Medicine

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