Sr. Administrative Coordinator - 117148

Requisition ID: 117148

Sr. Administrative Coordinator

We are seeking a Sr. Administrative Coordinator who will coordinate administrative activities for the School of Medicine Human Resources leadership and team. This role will ensure a smoothly functioning office, interpret operating policies, and exercise independent judgment in resolving administrative problems, prioritizing workload, facilitating schedules/travel arrangements, reconciling expenses, purchasing supplies, and coordinating special projects or programs, such as training events. The Sr. Administrative Coordinator will provide administrative/secretarial support, including managing appointments, correspondence, ordering, typing, and filing and serve as a resource in a team environment. This role will understand confidentiality, HIPAA, and departmental-specific policies related to human resources and employee records. The Sr. Administrative Coordinator will follow policies regarding sensitive discussions and will serve as a key point of contact with both internal and external contacts, requiring advanced customer service, communication, confidentiality, and interpersonal skills.

Specific Duties And Responsibilities

• Demonstrate exceptional writing and organization skills and advanced abilities using MS Office (Word, Excel, PowerPoint, Teams and Outlook).
• Participate as requested in the preparation of documents (typing, organizing), requesting various information including but not limited to business reports, records/documentation, employee documents, and/or finance & contractual agreements.
• Compose, edit and/or distribute agendas, documents, correspondence, and memos on behalf of the Senior Director and SOM HR leadership.
• Transcribe and/or create documents, tables, graphs/charts, formatting and compiling information for presentations, reports, etc.
• Review and send email announcements following protocol and direction.
• Represent the SOM Human Resources greeting & assisting all visitors in a positive and professional manner. Main point of contact for front desk, communication (phone or email boxes), mail distribution, keep updated email lists and maintain records of key contacts throughout JHM and JHU.
• Coordinate complex scheduling and calendar appointments for HR leadership.
• Prepare & distribute agendas, meeting minutes & reminders for meetings. Coordinate meeting room schedules and availability. Set up and break down meetings, conferences or webcasts. Order meeting related materials or refreshments.
• Perform ad hoc research and fact-finding on a wide variety of administrative issues and items
• Create, maintain, & analyze electronic and paper record keeping systems including retrieval, retention, storage, compilation, updating, and destruction of files.
• Create new systems or revise established procedures as needed.
• Maintain equipment and service contracts including computers and office equipment.
• Order office and related supplies, maintain appropriate inventory of needed materials within approved budgets.
• Initiate or support transactional activity in ERP and/or recruiting systems.
• Operate personal computer to access email, electronic calendars, and other basic office support software.
• Become familiar with campus locations, may travel to other areas of campus to deliver documents and important materials, or accompany visitors & staff.
  
  
  

Scope of Responsibility

• Knows the formal and informal SOM and HR goals, standards, policies and procedures that includes familiarity with all departments within the school/division.
  
  
  

Research capability

• Familiarity with resources and websites related to the Human Resources, JHU and JHM operations. Ability to seek out information and appropriate contacts across Johns Hopkins Medicine.
  
  
  

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 functional area.
  
  
  

Additional Knowledge, Skills, And Abilities

• Advanced skills in MS Office (Word, Excel, PowerPoint); MS Outlook and MS Teams.
• Understanding of employment laws, quality assurance and confidentiality policies are of critical importance.
• Compliance with JHM related training & requirements; and all applicable privacy & confidentiality laws/practice
  
  
  

Specific Physical Requirements

• While performing the duties of this job, the employee may remain in a stationary position, sitting or standing for extended periods
• Ability to traverse throughout the work area or to retrieve/deliver equipment, supplies from other locations on campus throughout the day.
• Able to operate computer keyboard and mouse and other repetitive hand motions for completing administrative tasks.
• Prolonged vision requirements including viewing computer screen, paper reports/documents and charts.
• Position requires frequent use of the telephone/network communication systems, while multi-tasking to retrieve or review information from the computer in order to assist callers quickly and confidentially.
  
  
  

Minimum Qualifications

• High School diploma or graduation equivalent.
• Five years progressively responsible administrative experience.
• Intermediate to advanced office skills including typing, editing/proofreading, filing.
• Demonstrated skills in customer service
• Additional education may substitute for required experience, to the extent permitted by the JHU equivalency formula.
  
  
  

Preferred Qualifications

• Bachelor's Degree
• Experience working in support of human resources, clinical and/or academic environment, strongly desired.
• Knowledge of ERP systems (SAP, Workday)
• Experience working in fast paced and complex environments.
  
  
  

Classified Title: Sr. Administrative Coordinator

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

Starting Salary Range: $21.25 - $36.90 HRLY ($60,000 targeted; Commensurate w/exp.)

Employee group: Full Time

Schedule: Mon-Fri, 8.00am-4.30pm

Exempt Status: Non-Exempt

Location: Hybrid/School of Medicine Campus

Department name: SOM Admin HR General Administration

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