The Sr. Administrative Coordinator provides complex administrative and project support to the Vice Chair of Quality and Safety/Chief Quality Officer and the Chief Medical Officer for the Department of Pediatrics. Will provide a range of administrative support both within the Department as well as external to Department across both Johns Hopkins Hospital and Johns Hopkins Medicine. This position will also play a support role for other departmental leaders and faculty focused on activities related to quality, safety, service and operations. Responsibilities include scheduling complex appointments and meetings, preparing meeting and travel materials, preparing correspondence, compiling data, creating financial reports and processing financial transactions, answering telephones, special projects, and records maintenance. Will perform duties of a sensitive and confidential nature.
Provides administrative support to Vice Chair of Quality and Safety/Chief Quality Officer and the Chief Medical Officer for the Johns Hopkins Children's Center to include maintaining schedules, arrange and prepare for meetings, preparation and editing of general correspondence, maintain minutes from meetings as required, prepare and maintain required reports, and process expense accounts/reimbursements.
Communicates effectively and maintain positive courteous, supportive, and professional working relationships with all levels of contacts; contributes to the customer service oriented atmosphere within the department to assist other functional areas when needed or requested.
Assumes administrative tasks, special projects, ad hoc reports, budgets, billing, research data and other related activities. A high level of confidentiality and professionalism is required.
Serves as main contact with staff and visitors for the Department Leadership, answers telephone, screens callers, takes messages or refers questions to the appropriate staff, and greet visitors; provides backup phone coverage for the office; completes SAP forms for position requisitions; schedules elaborate and detailed appointments.
Maintains calendar, schedule appointments and meeting rooms; makes travel and accommodation arrangements and prepare expense and travel reports. Maintains correspondence log by checking email and voicemail.
Composes, edits, types and distributes various form letters and correspondence; creates and maintains necessary files; orders supplies as needed.
Develops and maintains information to generate various reports on departmental safety and strategy projects. Creates tables, charts, graphs, and PowerPoint presentations as needed.
Maintains project files; coordinates the receipt and processing of information for project management.
Reconciles budgets and manage project budgets.
Prepares all reimbursements for Vice Chair of Quality and Safety/Chief Quality Officer, Chief Medical Officer for the JH Children's Center and as needed for other departmental and Children's Center faculty and staff with respect to work done regarding quality, safety, service and operations.
Makes all travel and accommodation arrangements for Vice Chair of Quality and Safety/Chief Quality Officer, Chief Medical Officer for the JH Children's Center, and as needed for other departmental and Children's Center faculty and staff with respect to work done regarding quality, safety, service and operations.
Coordinates the servicing of office equipment and computers as needed, and maintains and orders office supplies/equipment as necessary.
Assists with planning and execution of meetings and training sessions as directed by the Vice Chair of Quality and Safety/Chief Quality Officer, Chief Medical Officer for the JH Children's Center, and as needed for other departmental and Children's Center faculty and staff with respect to work done regarding quality, safety, service and operations. This includes but is not limited to: Children's Center Quality and Safety Committee, Pediatric Medical Quality and Safety Committee, Pediatric Peri-operative Quality and Safety Committee, Children's Center Infection Prevention meeting, PICU Infection Prevention meeting, JHM Pediatric Quality Committee meetings, JHM Pediatric Joint Council meetings, SSI Spine Taskforce meetings, Children's Center Arcade Pharmacy QI meetings, JHH Pediatric Anticoagulation Management Service Committee, Pediatric Ambulatory Quality and Safety Committee, Medication Safety Committee, and other meetings pertinent to quality, safety, service and operations.
Attends meetings to record minutes, decisions and action points.
Prepares and distributes agendas, meeting minutes and reminders for meetings.
Assists with the compilation of agendas, documents, correspondence, and memos on behalf of the faculty and administrative staff.
Confers with appropriate internal and external administrative offices to ensure that required procedures are followed.
Creates, maintains, and analyzes electronic and paper record keeping systems including retrieval, retention, storage, compilation, updating, and destruction of files; assist in the creation of new systems or revise established procedures as needed.
Organizes and maintains paper and electronic files in line with the departmental goals of moving toward creating a paperless office.
Assists in the analysis and revision of office-operating practices such as record keeping systems, forms control, personnel requirements, recommending new systems or revising established procedures. Interpret and communicate operating policies.
Locates and compiles information and format reports, graphs, tables, records and other sources of information. Assist with special events planning.
Operates personal computer to access email, electronic calendars, and other basic office support software. Perform SAP transactions including order of supplies (Shopping Cart).
Uses various software applications, such as spreadsheets, relational databases and graphics packages to assemble, manipulate and/or format data and/or reports. Utilize Internet to search for information, contacts for research, and clinical consultation, international contacts for teaching and travel.
Performs other duties as assigned by the Department Leadership.
High School Diploma/GED.
Five years progressively responsible administrative experience.
Excellent typing and accuracy skills; Ability to operate a fax, copier, scanner, desktop computer, laptop computer, personal digital assistant, and a telephone.
Proficiency with personal computers. Demonstrated knowledge of Windows, MS Word, Word Perfect, graphics and presentation software.
Adapts to changes in office technology and software to ensure efficient office practices. Excellent verbal and written communications skills
Strong organizational skills.
Independent worker, who is flexible, motivated and able to handle multiple tasks; self-starter.
Johns Hopkins University remains committed to its founding principle, that education for all students should be grounded in exploration and discovery. Hopkins students are challenged not just to learn but also to advance learning itself. Critical thinking, problem solving, creativity, and entrepreneurship are all encouraged and nourished in this unique educational environment. After more than 130... years, Johns Hopkins remains a world leader in both teaching and research. Faculty members and their research colleagues at the university's Applied Physics Laboratory have each year since 1979 won Johns Hopkins more federal research and development funding than any other university. The university has nine academic divisions and campuses throughout the Baltimore-Washington area. The Krieger School of Arts and Sciences, the Whiting School of Engineering, the School of Education and the Carey Business School are based at the Homewood campus in northern Baltimore. The schools of Medicine, Public Health, and Nursing share a campus in east Baltimore with The Johns Hopkins Hospital. The Peabody Institute, a leading professional school of music, is located on Mount Vernon Place in downtown Baltimore. The Paul H. Nitze School of Advanced International Studies is located in Washington's Dupont Circle area.