Administrative Coordinator - 116978

Requisition ID: 116978

Administrative Coordinator

The Department of Medicine is seeking an Administrative Coordinator to provide direct administrative, clinical and research support to the Director of the Center for Transformative Geriatric Research, and multiple members or the Division of Geriatric Medicine and Gerontology faculty. Additional duties include limited support for research coordination, and back up coverage for other administrative coordinators throughout the Division when required.

Specific Duties & Responsibilities

Administrative Support

• Provide daily calendar management for Centers’ directors and faculty to ensure efficient management of physicians’ activities and maintaining/updating a complex calendar based on a thorough understanding of priorities, and internal and external relationships. Schedules one-on-one, group meetings, conferences calls, training, etc.
• Able to schedule with multiple attendees, monthly and bi-monthly meetings, workgroups, etc. Regularly interact, both by phone and in person, with all levels of executive and support staff, as well as interacting with personnel outside the Hopkins system.
• Schedule and coordinate meetings for Directors and Faculty as well as set up monthly meetings for multiple groups as needed, including interviews for posted positions, coordination of multiple physicians, research project managers, and research associates.
• Coordinate bi-annual Program Evaluation and Clinical Competency Committee meetings.
• Maintain the calendar for scheduling of multiple conference rooms, update signage.
• Aid with the Learning Collaborative by creating and submitting invoices for services. Helping with online conferences and organizing overnight conferences (two per year). Work with hotels, caterers, schedulers.
• Schedule catering, set up and clean up for various meetings and events.
• Process online payments of invoices, reimbursements for out-of-pocket expenses, travel, licenses, subscription renewals, dues and purchase orders, using on-line University SAP computer program and use online services to order computers, furniture, etc., as needed. Coordinate and implement other office services such as purchasing (as above) record control, projects and some budget accounting operations. Submit individual and company information to the Payment Works system for vendor application.
• Monitor and update online NCBI publications and NIH bios. Requires knowledge of NCBI practices and compliance for federally sponsored research and non-sponsored publications.
• Coordinate online and phone consultations with nationwide outside.
• Schedule and coordinate speakers for the Center for Transformative Geriatric Research.
• Coordinates domestic and foreign travel including air, train, hotel accommodations, special meal requirements, etc. when needed. Maintain individual trip folders for each faculty member.
• Upload photographs and files to the Cloud JH Box for various researchers and division upon request.
• Direct members of the media and patients to correct office or clinic
• Handles confidential information and ensuring compliance with HIPPA standards.
• Responsible for maintaining list of renewal dates for multiple faculties for physician license renewal, DEA renewal, controlled drug license and credentialing renewal, assist in submitting in a timely fashion.
• Implement tracking system for Faculty mentees; develop competent system for updating contact information.
• Maintain and monitor Polycom conferencing and online conference system.
• Photocopy articles, manuscripts, packets, and various other paperwork. Fax or scan correspondence. Prepare Federal Express, UPS, and postal packages for mailing. Monitor delivery on time sensitive material. Handle incoming mail for designated faculty and staff.
• Oversee maintenance and supply materials for copier, fax, and scanner combo.
• Assist in the preparation of multiple types of grants for submission to including creating figures, tables, graphs etc.; locating references in PubMed, downloading said references into the Reference Manager package and use this package to insert references into grants, occasionally.
• Obtain full text articles via PubMed. Create and maintain databases of references in Reference Manager for multiple physicians.
• Create and edit power point presentations and handouts for various seminars, invited talks, meetings, and conferences for multiple physicians as needed.
• Assist in manuscript preparation by locating and compiling necessary information and formatting reports, graphs, tables, records and other sources of information per journal instructions to be used in manuscripts. Also assist in editing, inserting references and uploading final copies to various journals for on-line submission for possible publication when needed. Proofread for grammar.
  
  
  

Space Projects and Preparation

• Monitor and assign space for MSTAR students, fellows and research associates in multi-use touch down space.
• Facilitate locational issues and physical office logistics.
• Assist faculty, fellows, and staff as assigned with space set-up requests such as service requests for computers, service requests for phone lines, requests for meetings and office moves.
• Coordinate special events such as monthly research luncheons and receptions.
  
  
  

Human Resources Coordination

• Implement new staff hire logistics, i.e., badge, perimeter access, parking, ordering computers, setting up email accounts, phone/voice mail, pagers, and keys.
• Update directors assigned faculty and supervisor contact information when necessary.
  
  
  

Information Systems

• Uses various software applications, such as Adobe Pro, Microsoft Word, Microsoft Excel, Microsoft Outlook, Microsoft Publisher, Microsoft Power Point, Provider Profile (doctors) website, SAP, and Avaya phone system and to be able to assemble, manipulate and/or format data and/or reports and set up meetings and/or calls for multiple attendees, coordinating with other administrative assistants.
• Use knowledge to conduct effective internet searches, traverse such website services as those on the NIH and NCBI websites.
  
  
  

Customer Service & Teamwork

• This position requires the ability to multi-task, prioritize, organize, and work closely with all departments and divisions.
• Works collaboratively with both Divisional and Departmental administrative teams.
• Great interpersonal communication skills required.
• High level of independence needed for project execution.
  
  
  

Minimum Qualifications

• High School Diploma or graduation equivalent.
• Three years related experience.
• Additional education may substitute for required experience, to the extent permitted by the JHU equivalency formula.
  
  
  

Classified Title: Administrative Coordinator

Role/Level/Range: ATO 37.5/02/OE

Starting Salary Range: $18.20 - $33.90 HRLY ($52,000 targeted; Commensurate with experience)

Employee group: Full Time

Schedule: M-F 8:30a - 5p

Exempt Status: Non-Exempt

Location: Hybrid/Johns Hopkins Bayview

Department name: SOM DOM Bay Geriatric Medicine

Personnel area: School of Medicine

Total Rewards

The referenced base salary range represents the low and high end of Johns Hopkins University’s salary range for this position. Not all candidates will be eligible for the upper end of the salary range. Exact salary will ultimately depend on multiple factors, which may include the successful candidate's geographic location, skills, work experience, market conditions, education/training and other qualifications. Johns Hopkins offers a total rewards package that supports our employees' health, life, career and retirement. More information can be found here: https://hr.jhu.edu/benefits-worklife/.

Education and Experience Equivalency

Please refer to the job description above to see which forms of equivalency are permitted for this position. If permitted, equivalencies will follow these guidelines: JHU Equivalency Formula: 30 undergraduate degree credits (semester hours) or 18 graduate degree credits may substitute for one year of experience. Additional related experience may substitute for required education on the same basis. 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.

Applicants Completing Studies

Applicants who do not meet the posted requirements but are completing their final academic semester/quarter will be considered eligible for employment and may be asked to provide additional information confirming their academic completion date.

Background Checks

The successful candidate(s) for this position will be subject to a pre-employment background check. Johns Hopkins is committed to hiring individuals with a justice-involved background, consistent with applicable policies and current practice. A prior criminal history does not automatically preclude candidates from employment at Johns Hopkins University. In accordance with applicable law, the university will review, on an individual basis, the date of a candidate's conviction, the nature of the conviction and how the conviction relates to an essential job-related qualification or function.

Diversity and Inclusion

The Johns Hopkins University values diversity, equity and inclusion and advances these through our key strategic framework, the JHU Roadmap on Diversity and Inclusion.

Equal Opportunity Employer

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.

EEO is the Law

https://www.eeoc.gov/sites/default/files/2023-06/22-088_EEOC_KnowYourRights6.12ScreenRdr.pdf

Accommodation Information

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 Talent Acquisition Office at jhurecruitment@jhu.edu. For TTY users, call via Maryland Relay or dial 711. For more information about workplace accommodations or accessibility at Johns Hopkins University, please visit https://accessibility.jhu.edu/.

Vaccine Requirements

Johns Hopkins University strongly encourages, but no longer requires, at least one dose of the COVID-19 vaccine. The COVID-19 vaccine does not apply to positions located in the State of Florida. We still require all faculty, staff, and students to receive the seasonal flu vaccine. Exceptions to the COVID and flu vaccine requirements may be provided to individuals for religious beliefs or medical reasons. Requests for an exception must be submitted to the JHU vaccination registry. This change does not apply to the School of Medicine (SOM). SOM hires must be fully vaccinated with an FDA COVID-19 vaccination and provide proof of vaccination status. For additional information, applicants for SOM positions should visit https://www.hopkinsmedicine.org/coronavirus/covid-19-vaccine/ and all other JHU applicants should visit https://covidinfo.jhu.edu/health-safety/covid-vaccination-information/.

The following additional provisions may apply, depending upon campus. Your recruiter will advise accordingly.

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.

Hybrid: On-site 3-4 days a week