General Summary/Purpose

The Administrative Coordinator will coordinate and provide cross functional support for the clinical, research, educational and administrative activities of the Division of Rheumatology, the Rheumatic Diseases Research Core Center, and the Bayview Immunomics Core.  This position will directly support the administrative needs of 3-6 faculty leaders and  administrative leadership, and will provide indirect support for 30 other divisional faculty by way of: providing divisional budget support; researches and analyzes data in order to develop reports as requested; drafts and edits a variety of written materials; represents faculty members to a wide range of external and internal constituencies; assists in strategic planning and in the implementation of departmental/divisional policies and procedures; manages and/or completes projects as assigned; and exercises discretion and judgment in resolution of day-to-day problems.

Specific Duties & Responsibilities

Administrative

• Performs duties as assigned by the Division Director, Immunology Program Director and Assistant Administrator with moderate supervision.

• Assists the Division Director, Immunology Program Director and Assistant Administrator in coordinating and preparing for a full range of meetings and presentations.  Prepare pertinent materials for the Division Director, Immunology Program Director and Assistant Administrator to assist in presenting at meetings, class lectures, and presentations.  Proofread all correspondence sent out on the Division Director, Immunology Program Director  and Assistant Administrator’s behalf including manuscripts, lectures, presentations, statistical materials, slides, etc.

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• Provides direct administrative support to 3-6 faculty/administrative leaders (and peripheral support to other divisional faculty) as needs change over time.
  • Preparation of IRB protocol renewals, eIRB applications and renewals, Consent Forms, Radiation Safety/Biohazard approvals, human subject approvals.
  • Participates in the preparation of internal and external grant proposals and progress reports for assigned faculty members and their mentees.
  • Maintenance of CV, MyNCBI/ScienCV, biosketch, and other support documents
  • Submission of manuscripts for NIHMS compliance
  • Manuscript and Chapter preparation, including reference formatting
  • Aiding in project coordination and prioritization to help faculty members meet deadlines
  • Maintain consulting agreements
  • Maintain conflict of interest
  • Arrange meetings and take minutes
  • Manage calendar
  • Make travel arrangements (meeting registration, transportation, accommodation) as requested.
  • Prepare correspondence
  • Coordinate conference calls
     
• Coordinates the annual rounds schedule and meetings, CME certification/accreditation, CME credit submission, and submissions of applications and disclosures 

• Helps to lead office activities of the Division of Rheumatology which requires exercising independent judgment in the resolution of administrative problems and interpreting and communicating operating policies and procedures.

• Regularly interacts with all levels of executive and support staff internally. Contacts executives of external hospital/agencies as needed in transmitting or obtaining information.

• Assists Division Director, Immunology Program Director and Assistant Administrator with problem resolution, questions, guidance and information dissemination and in formulating policy and procedural changes.

• Coordinates, tracks and documents staff and faculty development, required annual trainings, and required annual reviews for all division members.

• Prepares and submits accounts payable and purchasing paperwork and tracks payment of invoices.

• Prepares professional, accurate, and succinct reports related to fiscal and/or administrative management

• Compose and edits letters and other correspondence for faculty; maintains faculty/staff/fellows contact lists

• Coordinates and assists with planning of special projects and events, office activities and committee meetings.

• Conduct and collect basic data for various meeting content, agendas, attendees, topics and ensure the organization of meeting logistics.  Format reports, graphs, tables, records and other sources of information and summarize materials for faculty in a variety of settings.

• Coordinates and implements office services such as purchasing, records control, and projects.

• Analyzes practices such as record keeping systems, forms control, office layout, personnel requirements, creating new systems or revising established procedures.

• Establishes and maintains an organized paper and electronic filing system according to office procedures to ensure the expeditious retrieval of information.

• Screens and prioritizes incoming correspondence, phone calls and visitors.  Assumes responsibility for expediting requests/inquiries that do not require a faculty reply.

• Opens, sorts, and screens mail. Also coordinates all outgoing mail.

• Transcribes minutes and notes. Takes responsibility for overall coordination of recurring meetings by engaging in such duties as: contacting participants, preparing necessary materials.  Serves as liaison with internal departments and external organizations performing associated activities.

• Monitors office supplies and orders supplies as indicated on a regular basis.

• Coordinates duplication and collection of materials on a regular basis, filing master copies appropriately, within a reasonable timeframe and 95% accuracy rate.

• Attends all mandatory in-service training sessions as assigned by Assistant Administrator.

• Answers telephone in a courteous manner, identifying self and division. Records and distributes messages in an accurate and timely manner.

• Creates and types Excel spreadsheets and PowerPoint presentations for various meetings and presentations.

• Operates personal computer to access e-mail, electronic calendars, and other basic office support software. Uses various software applications, such as spreadsheets, relational databases, statistical packages, and graphics packages to assemble, manipulate and/or format data and/or reports.

• Serves as the liaison to the Divisional administration and other external and internal groups. Assist with or manage Divisional related activities/projects as required.

• Provides onboarding and assists with scheduling the required trainings for new faculty/staff.

• Coordinates maintenance and use and training of faculty and staff in the use of audio-video and all electronic equipment in the Division of Rheumatology.

Finance

• May assist in the preparation of the budgets for the Scleroderma Center, lab, and precision medicine initiatives by analyzing historical budget patterns and forecasting budget needs.
• Prepares detailed reports for all of assigned faculty members’ budgets, including tracking expenditures, on a monthly basis.
• Coordinates faculty vacation schedules to ensure clinical cross coverage has been obtained.
• Uses various software applications, such as spreadsheets, relational databases, and graphical packages to assemble, manipulate, and/or format data and/or reports.
• Coordinates, implements, and communicates with the Divisional Administration regarding any payroll, human resources, purchasing, records control, projects, budget accounting, compliance, space, and equipment issues and operations.
• Responds to complaints and ensures prompt resolutions in accordance with Divisional practices. Assembles and categorizes facts and figures with regard to complaints.
• Exercises discretion and judgment in the resolution of day-to-day problems and interprets operating policies.
• Foster a team spirit and a high level of morale by conducting self in an exemplary fashion.
   
  Finance
   
• Assists with transactional financial processes and makes suggestions controls expenses to improve budget performance. This includes but isn’t limited to processing: creation of purchase orders, check requests, reimbursements, tuition remission, shopping carts, capital requests, journal transfers, eforms, and invoices (AP and/or AR) using research and gift budget numbers in conjunction with Divisional Sr. Budget Analyst and Manager.
   
• Assists with financial report and effort tracking which includes but isn’t limited to: creating and updating sponsored portfolio tracking to track grant IRB approvals, end dates and NCE’s; managing RSA folder; sponsored salary support variances, participating in effort certification process, etc.
   

Scope of Responsibility: Knows the formal and informal departmental goals, standards, policies and procedures which may include some familiarity of other departments within the school/division. Is sensitive to the interrelationship of both people and functions within the department.

Decision Making: On a regular and continuous basis, exercises administrative judgment and assumes responsibility for decisions, consequences, and results having an impact on people, costs, and/or quality of service within the division.

Communication: Exchanges non-routine information using tact and persuasion as appropriate requiring good oral and written communication skills.

• Listens to customer needs and responds in a courteous and tactful manner.
• Provides timely feedback to the appropriate customer in a clear and concise manner.
• Uses professional judgment in providing information based on the situation and is sensitive to individual and organizational concerns.
• Consistently ensures that information known about the customer is kept private and confidential.
   

Minimum Qualifications (Required)

High School Diploma/GED.

Three (3) years related experience.

Additional education may substitute for required experience, to the extent permitted by the * JHU Equivalency Formula: 30 undergraduate degree credits (semester hours) or 18 graduate degree credits may substitute for one year of experience.  For jobs where equivalency is permitted, up to two years of non-related college course work may be applied towards the total minimum education/experience required for the respective job. *

Preferred Qualifications

Some College coursework preferred

Experience in Academic Medical Setting

Intermediate knowledge of SAP, databases, spreadsheets and word processing.

Prior work within Johns Hopkins.

Classified Title: Administrative Coordinator 
Working Title: Administrative Coordinator  ​​​​​
Role/Level/Range: ATO 40/E/02/OE 
Starting Hourly Pay Rate Range: $17.42 - $23.95 /Commensurate with Experience
Employee group: Full Time 
Schedule: Monday - Friday, 8:30a-5:00p / 40 hrs per week 
Exempt Status: Non-Exempt  
Location: 04-MD:School of Medicine Campus 
Department name: 10002797-SOM DOM Bay Rheumatology 
Personnel area: School of Medicine

The successful candidate(s) for this position will be subject to a pre-employment background check.

If you are interested in applying for employment with The Johns Hopkins University and require special assistance or accommodation during any part of the pre-employment process, please contact the HR Business Services Office at jhurecruitment@jhu.edu. For TTY users, call via Maryland Relay or dial 711.

The following additional provisions may apply depending on which campus you will work.  Your recruiter will advise accordingly.

During the Influenza ("the flu") season, as a condition of employment, The Johns Hopkins Institutions require all employees who provide ongoing services to patients or work in patient care or clinical care areas to have an annual influenza vaccination or possess an approved medical or religious exception. Failure to meet this requirement may result in termination of employment.

The pre-employment physical for positions in clinical areas, laboratories, working with research subjects, or involving community contact requires documentation of immune status against Rubella (German measles), Rubeola (Measles), Mumps, Varicella (chickenpox), Hepatitis B and documentation of having received the Tdap (Tetanus, diphtheria, pertussis) vaccination. This may include documentation of having two (2) MMR vaccines; two (2) Varicella vaccines; or antibody status to these diseases from laboratory testing. Blood tests for immunities to these diseases are ordinarily included in the pre-employment physical exam except for those employees who provide results of blood tests or immunization documentation from their own health care providers. Any vaccinations required for these diseases will be given at no cost in our Occupational Health office.

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