Sr. Administrative Coordinator
Johns Hopkins University

Baltimore, Maryland

Posted in Education and Training

This job has expired.

Job Info

Sr. Administrative Coordinator
The Department of Anesthesiology and Critical Care Medicine is seeking a Senior Administrative Coordinator who will provide administrative support to director's office, divisions, and faculty and staff as required for the Department. Serve as a floater when other administrative coordinators within the department are out of the office due to extended leave or other circumstances.

Specific Duties & Responsibilities:

  • Provide administrative support to two divisions: Division of Neuro Anesthesia and the Division of Critical Care Medicine (division chief, faculty, and staff) within the department
  • Assist in managing daily calendar management by scheduling meetings, appointments, and travel as assigned
  • Provide assistance with coordinating large meetings and standing committees as requested
  • Coordinate two Advanced Specialty Training Programs (ASTP) - Liver Transplant and Neuroanesthesia; application and interview process
  • Coordinate the T32 Training Postdoctoral Fellowship application and interview process
  • Coordinate CME Lecture Series for the Division of Neuroanesthesia
  • Coordinates the travel arrangements and expense reimbursements for guest lecturers by creating itineraries, securing venues, contracting catering, coordinating hotel and travel, processing reimbursements and payment of honoraria
  • Coordinate travel for faculty candidates by scheduling transportation, reimbursing expenses, scheduling interviews, planning itineraries and hosting guests upon arrival
  • Assist with coordinating complex projects such as divisional events and celebrations
  • Process vendor bills for the division using SAP financial management system
  • Prepare and format routine correspondence for the administrative team
  • Manage office filing system by updating file directories and keeping files neatly organized to ensure the expeditious retrieval of information
  • Mail distribution, inter-departmental, USPS, FedEx, and UPS parcels as needed
  • Screen and triage incoming mail and phone calls
  • Maintain ACCM conference room scheduling, room reservation requests, and set up teleconference and audiovisual connections as requested
  • Research and assemble materials for presentations and departmental projects
  • Prepare shopping carts, purchase orders, travel reimbursements, and online check requests
  • Orders office supplies and equipment in accordance with JHU procurement policies and procedures
  • Anticipates office supply needs and processes the necessary purchase orders
  • Oversees the department and divisional radiation badges process as assigned
  • Distribute radiation badges to designated personnel to disseminate and collect on a quarterly basis
  • Review financial reports (i.e. YPA accounts and Divisional spending) on a monthly basis for the Division Chief and faculty members
  • Work in clinical scheduling systems as assigned
  • Provides orientation/onboarding of new faculty members within the division. This includes coordinating with HR, Finance, and Credentialing office:
  • Orders pagers and supply replacements as necessary
  • Order lab coats for new faculty and replacements as requested
  • Order business cards and stationery as requested
  • Manage and organize administrative requirements for Quality Assurance (QUAC) for the divisions to include transcription of minutes
  • Provide information to the appropriate office within the department
  • Provide back-up coverage within the department when other administrative coordinators are out of the office due to extended leave (FML, vacation, etc.) or other circumstances
  • Maintain a high degree of customer service excellence in a highly confidential environment
  • Assist with the completion of documentation for appointments, reappointments, promotions, nominations, sabbatical leaves, absences, and other administrative forms for the Division Chief and faculty members
  • General administrative duties to include, but not limited to scanning, copying, sorting mail, office and kitchen/control center supplies, triaging phone calls, and greeting and assisting visitors
  • Other duties as assigned

  • Minimum Qualifications (Mandatory):
    • High School Diploma / GED with three (3) years of related administrative experience. Bachelor's preferred.
    • Experience working with various software applications.
    • Managing multi-line phones.
    • Additional education may substitute for required experience and additional related experience may substitute for required education, to the extent permitted by the JHU equivalency formula.*

    * JHU Equivalency Formula: 30 undergraduate degree credits (semester hours) or 18 graduate degree credits may substitute for one year of experience. 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.

    Classified Title: Sr. Administrative Coordinator
    Role/Level/Range: ATO 40/E/03/OF
    Starting Hourly Pay Rate: $17.59 - $24.80/hr
    Employee group: Full Time
    Schedule: M-F 8:30am - 5:00pm
    Exempt Status: Non-Exempt
    Location: School of Medicine Campus
    Department name: SOM Ane Neuro Anesthesiology
    Personnel area: School of Medicine

    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 For TTY users, call via Maryland Relay or dial 711.

    Johns Hopkins has mandated COVID-19 and influenza vaccines, as applicable. 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. For additional information, applicants for SOM positions should visit and all other JHU applicants should visit

    The following additional provisions may apply, depending on 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.

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