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Administrative Coordinator Senior

1 month ago

Baltimore, Maryland, United States Johns Hopkins University Full time
Job Title: Sr. Administrative Coordinator

The Department of Pediatrics at Johns Hopkins University is seeking a highly skilled and experienced Sr. Administrative Coordinator to support the Leadership suite of the Johns Hopkins Cardiology & Heart Center. This role will provide complex administrative and project support to ensure the smooth and efficient operation of the office.

Key Responsibilities:
  • Manage and complete extensive planning to ensure positive outcomes on all project work, including faculty recruitment activities, EPIC ARM request management, team building events, strategic planning, and departmental functions.
  • Arrange meetings, schedules appointments, and maintain personal appointment books for the Division Director.
  • Monitor invoicing, payments, and compliance with division contracts.
  • Make domestic and international travel arrangements, reconcile travel expenses, and submit travel reimbursements in a timely and thorough manner.
  • Interface with departmental advisory board members, faculty, staff, and current and potential donors in a professional manner.
  • Research and compile briefing materials for meetings, prepare presentations, and develop agenda items.
  • Provide administrative support to staff, including supervising the procurement, maintenance, and replacement of office supplies and equipment.
  • Partner with the Sr. Administrative Manager for office logistical changes and needs.
  • Attend CUSP meetings to disseminate relevant divisional information.
  • Edit PowerPoint slides, document action items, and arrange meetings and invites for the director's faculty meetings.
  • Manage timekeeping for administrative support staff and supervise and discipline administrative support staff as needed.
  • Manage faculty and staff office and space allocations with Operations, IT, and Telecom departments and external contractors.
  • Anticipate and problem-solve issues and concerns that will impact the Heart Center department.
Requirements:
  • 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.
Preferred Qualifications:
  • Proficiency in Microsoft Office Suite and ability to use various software applications.
  • Detail-oriented, highly organized, and excellent written and oral communication skills.
  • Excellent interpersonal and communication skills, both oral and written, ability to clearly relay information to faculty, staff, and students.
  • Ability to independently interpret policies and processes.
  • Strong analytical and problem-solving abilities, and attention to detail.
  • Ability to exercise independent judgment.
  • Ability to oversee, prioritize, and direct the work efforts of other staff members.
  • Proven ability to assess priorities, respond quickly to changing needs, and balance competing responsibilities.
  • Ability to work with flexibility on several tasks simultaneously and to meet various concurrent deadlines.
  • Ability to maintain confidentiality and effectively interact with all levels of University and Hospital employees as well as outside contacts.