Description

The Department of Medicine is seeking an Administrative Coordinator whose primary responsibility will be to coordinate events and special functions, provide administrative support to Administrators and Leadership within the Director's Office and provide backup support for the Administrative Manager including arranging meetings with hospital and university executives. The position will require work on special projects as assigned as part of the Director's Office Administrative Team. This position reports directly to the Administrative Manager for the Department of Medicine

Specific Duties and Responsibilities

• Provide administrative support for the Department of Medicine Director's office, Director and Assistant Directors of Finance, and Credentialing Team and DOM Vice Chairs.
• Serve as front-line representative to board members, trustees, deans, faculty, division directors, and the general public.
• Serve as calendar and travel arrangement backup for Director.
• Assist with the coordination of planning and implementation of departmental events as required.
• Arrange luncheons and dinners, birthday functions, catering, invitations, room arrangements and other special events.
• Assist in scheduling for conference rooms and A/V equipment.
• Process online payments, shopping carts, reimbursements, travel arrangements for Administrators, Credentialing and Director of Finance for the Department of Medicine.
• Manage multiple calendars with complex scheduling by effectively prioritizing requests for meetings; anticipate future schedule conflicts and initiate prompt resolutions.
• Format and/or edit manuscripts, technical documents, tables, and correspondence; create spreadsheets; prepare graphs, charts, and other documentation needed for presentation by Administrators, Credentialing and Director of Finance for the Department of Medicine.
• Triage mail for Chairman's Office of the Department of Medicine and resolve matters that do not require direct attention.
• Prepare meeting agendas and signed correspondence for Administrators, Credentialing and Director of Finance for the Department of Medicine based on knowledge of issues.
• Serve as backup for Administrative Manager for the Department of Medicine.
• Manage database files to track filing and correspondence documentation.
• Maintain confidentiality of documents and files.
• Additional duties as assigned.

Skills and Abilities

• Proficiency in Microsoft Office (Outlook, Word, PowerPoint, and Excel), SAP, and Concur
• Excellent verbal and written communication
• Excellent interpersonal and organizational skills, proven ability to handle multiple complicated tasks and prioritize projects, discretion for privileged and confidential information.
• Ability to work in a fast-paced, collaborative environment and respond quickly, creatively, and flexibly.
• Technologically savvy-experience with basic web search, cloud-based document sharing, Zoom, and Teams.

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 ($55,000 targeted; Commensurate with experience)
Employee group: Full Time
Schedule: M-F; 8:30-5:00
Exempt Status: Non-Exempt
Location: Hybrid/School of Medicine Campus
Department name: SOM DOM General Admin Chairmans Offf
Personnel area: School of Medicine