The Sr. Administrative Coordinator will serve as assistant to the Chief of the Cornea Division, Department of Ophthalmology. Manage calendars and scheduling related to academic, administrative, and research matters. Schedule meetings with faculty, support staff, and visitors. Work independently and exercise independent judgment in resolution of administrative problems. Serve as an administrative resource for the Cornea Division. Adapt to changes in technology and software to ensure efficient office function. Perform duties of possible personal or confidential nature.
Provide administrative support to Chief of the Cornea Division.
Manage calendar and schedule appointments and conference rooms for Chief of the Cornea Division and other faculty and business partners as assigned.
Resolve scheduling conflicts and prioritize meeting requests.
Coordinate travel arrangements for Chief and research team and process subsequent travel expense reimbursements and budget reconciliation.
Submit grant applications and study proposals for Chief and post-doctoral research fellows.
Communicate with Finance Administration staff and Office of Research Administration regarding processing of grant applications and study proposals.
Maintain and update records for approved grants and funded studies.
Submit monthly account reconciliation for sponsored accounts consistent with University policy.
Review and certify effort forms for research team and submit corrections as needed.
Assist in the purchase of materials and supplies for research laboratory.
Monitor procurement card purchases and reconcile on a bi-weekly basis.
Attend bi-monthly Finance Administration meetings and other scheduled finance training sessions.
Coordinate Wilmer Research Grant Awards.
Solicit potential faculty mentors.
Notify award recipients and assist with award distribution, to include purchases and processing of reimbursements.
Coordinate annual Wilmer Residents Association Meeting.
Work closely with other program coordinators including Nurses Conference, Day of Learning, and Development Office.
Solicit educational grants and funding and organize exhibits.
Communicate with Continuing Medical Education office regarding course organization and content.
Coordinate special events planning, office activities, and special projects.
Pick up and deliver materials as required.
Submit post-doctoral research fellow and observer applications.
Communicate with credentialing coordinator, International office, and Registrar's office regarding fellow and observer applications, visa status, and housing.
Coordinate for the Cornea Service recruitment of new faculty and with Wilmer Credentialing the hiring process for new faculty.
Communicate with Cornea faculty to schedule annual faculty evaluations and assemble required documents.
Schedule monthly Cornea faculty meetings and prepare agenda and materials for review.
Assist with coordination of faculty and staff activities and seminars.
Handle confidential and time-sensitive materials related to Cornea Division faculty and fellows.
Operate personal computer to access e-mail, electronic calendars, and other basic office support software.
Use various software applications such as spreadsheets and databases to assemble and format data and/or reports, using knowledge of scientific, medical, literary, or other technical terms.
Type routine correspondence and reports.
Operate office equipment such as photocopier, fax machine, and calculator; coordinate the servicing of equipment.
Answer telephone, screen calls, relay messages, and greet visitors.
High School Diploma/GED and five (5) years of progressively responsible administrative experience required. Additional education may substitute for required experience, to the extent permitted by the JHU Equivalency Formula. Bachelor's degree preferred.
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.
Starting Salary Range: $19.24-$26.46
Employee group: Full Time
Schedule: M-F, 40 hrs/wk.
Department name: Ophthalmology
Work Location: East Baltimore
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 email@example.com. 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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