The Administrative Coordinator provides a range of administrative support to one or more faculty members, including faculty in Departmental leadership roles, as well as higher-level administrative staff. Responsibilities include assisting with daily administrative operations, coordinating and scheduling complex appointments and meetings, coordinating travel and preparing associated materials, preparing correspondence, compiling data, answering telephones, coordinating special projects, and records maintenance. The Administrative Coordinator will perform duties of a sensitive and confidential nature.
ESSENTIAL JOB FUNCTIONS:
Provides administrative support to Department Faculty and Administrative Leadership, 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. Makes all travel and accommodation arrangements for Faculty and Department Leadership.
Coordinates the servicing of office equipment as needed, and maintains and orders office supplies/equipment as necessary. Serves as main contact with staff and visitors for assigned Department Leadership and/or faculty, answers telephone, screens callers, takes messages or refers questions to the appropriate staff, and greet visitors; provides backup phone coverage for the Department's administrative office; 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.
Provides administrative support for daily operations in JHOC clinic and CTReP unit, including but not limited to distributing mail and other correspondence, handling delivery and pick up of faculty lab coat dry cleaning. Provide routine budget/financial management, use Hopkins One (SAP) to code invoices, process reimbursements, check request, travel advances, order clinic and office supplies, setup purchase orders, independent contractors and new vendors.
Composes, edits, types and distributes various form letters and correspondence and assists with ensuring provider licensure requirements are up to date ie. DEA, CME, MD license and society dues; creates and maintains related and necessary files. 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. Documents administrative systems through compiling and updating manuals, policies & procedures. 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.
Prepares all reimbursements for assigned faculty and Department Leadership. Assists with all aspects of planning and execution of meetings and training sessions as directed by the Department Leadership. Attends meetings to record decisions and action points. Assumes administrative tasks, special projects, ad hoc reports, budgets, billing, research data and other related activities, including but not limited to: Administrative Book Fund, Employee Recognition expenditures, Service Recovery Expenditures, budgets for department-wide events; and may coordinate payroll functions and other monitoring functions to ensure compliance with clinical staff regulatory requirements.
Provides a wide range of administrative support for day to day human resources activities. This includes assisting administration with personnel record management, onboarding of new employees, distributing annual reviews, monitoring completion of training and education requirements, and posting requisitions.
Performs other duties as assigned by the Department Leadership.
Scope of Responsibility:
Knows the formal and informal departmental goals, standards, policies and procedures that may include some familiarity of other departments within the school/division. Is sensitive to the interrelationship of both people and functions within the department. Functions as a member of a team, working to promote an atmosphere of respect, collegiality, integrity and discovery.
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. Must be able to integrate and synthesize information from multiple sources. Good judgment required, as this position requires accessing sensitive information. Must be able to meet deadlines and work flexible hours.
Carries out duties and responsibilities with limited supervision. Makes decisions and establishes work priorities on essentially procedure-oriented operations. Exchanges non-routine information using tact and persuasion as appropriate requiring good oral and written communications skills. Practices service recovery and demonstrates service excellence in all aspects of the job.