Administrative Coordinator

Johns Hopkins University Baltimore, MD
Classified Title: Administrative Coordinator

Role/Level/Range: ATO 40/E/02/OE

Starting Salary Range: $16.91-$23.25

Employee group: Full Time

Schedule: M-F 830-5:00

Employee subgroup: Salaried Non-exmt

Location: 1800 Orleans Street

Department name: 10003170-SOM Rad Interventional Radiology

Personnel area: School of Medicine

This position will provide administrative support to the faculty of the Division of Interventional Radiology and will also be responsible for the coordination of the Interventional Radiology Fellowship Program.

The individual must be able to anticipate and proactively act upon the administrative needs within the Division. Demonstrate excellent oral, written and interpersonal skills in a highly professional manner. Use interpersonal skills to handle sensitive and confidential situations, and to interact with diverse groups of people. Demonstrate ability to prioritize and organize work to meet priorities. Thrive in an intellectually challenging, fast-paced, collegial environment.

Specific Duties/Responsibilities:

Administrative Support

* Provides administrative support to faculty; i.e. maintaining calendar, updating CVs, handling reimbursements, etc.

* Make and confirm reservations, coordinate meeting and event schedules; including, room reservations, meal ordering, and preparing conference materials. When requested, prepare accurate meeting minutes and distribute them in a timely manner. Prepare and edit general divisional correspondence

* Submit travel and other expense reimbursements in a timely fashion

* Manage process for quarterly updates of faculty bio sketches and CVs

* Answer, screen, direct and manage incoming calls, relaying messages and independently handling routine calls as able. Assist with mailings and other routine administrative requests as needed

* Maintain appropriate levels of discretion and confidentiality in interactions with colleagues, internal and external contacts and visitors

* Use Microsoft office Suite (Word, Excel, PowerPoint) to assist faculty in preparing professional quality documents manuscripts, articles, spreadsheets and presentations. Assure all documents are proofed and grammar checked, punctuation and spelling are corrected as needed

* Process purchase orders, shopping carts, vendor setup and invoice payments. Track completion of all initiated SAP transactions. Follow-up on purchase orders, invoices, and check requests, work with Accounts Payable as needed to resolve billing and related issues

* Assists with planning and execution of meetings and training sessions as directed by the Department Leadership. Supports the divisional Administrative Manager on divisional projects, and other duties as assigned

* Use computers, software, and online resources in a highly proficient manner to carry out duties and responsibilities. Relevant software packages include SAP, Adobe Acrobat Pro, Microsoft Outlook, Word, Excel, PowerPoint

Coordination of the Interventional Radiology Clinical Fellowship Program

* Coordinate the daily operations and logistics for the program

* Maintain knowledge of current medical licensure requirements, immigration policies, ACGME accreditation and institutional requirements

* Implement and updates program databases

* Process reimbursements, check requests and purchase orders for fellows and faculty professional organization memberships

* Distribute, collect, and tabulate all evaluation forms regarding fellowship and faculty, and generate documentation based on evaluations for appropriate follow-up and reporting

* Serve as the liaison between fellows, medical students, observers, and the division as well as with other departments and affiliated institutions

* Maintain departmental meeting minutes and develop reports as requested

* Prepares check requests and maintains necessary records for travel reimbursements/expenditures

* Maintain confidential biographical information on all fellows and update information on alumni

* Compiles, updates and submits reports to ACGME, GME, American Association of Medical Colleges (AAMC), American Medical Association (FREIDA), and other professional organizations as directed by the Program Administrator/Manager

* Compiles, tabulates and reports data for surveys, questionnaires, census reports, accreditation reports and other forms and documents required by internal and external agencies as directed by the Program Administrator/Manager

* Coordinates fellows annual reviews

* Adhere to recruitment plan, timeline, guidelines, policies and procedures for the department

* Maintain all interview materials used by faculty, fellows and applicants

* Coordinates all fellow interviews and communications with applicants

* Manages ERAS software to produce Fellowship applications, reports, and rank list

* Coordinates general orientation of new fellows (includes department, clinical areas and institution)

* Works with credentialing and SOM registrar's office to complete the fellowship onboarding and termination process

* Coordinates Information Service assignments such as pagers, voice mail, and computer access

Minimum qualifications:

High School Diploma or GED required. Requires minimum of three years of related experience, preferably in an academic setting. Additional education may substitute for required experience, 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.

Preferred qualifications:

Bachelor's Degree and experience with managing clinical fellowship program preferred.

Special knowledge, skills, and abilities:

Effective interpersonal communication, team work skills, thorough working knowledge of various software applications (e.g. Microsoft Office, Outlook, Excel, Word, Access, Databases) and Internet navigation. Exceptional communication skills written and verbal. Acute attention to detail.

Any specific physical requirements for the job:

Must be able to lift 25 lbs., Must be able to sit for long period of time, and must be able to climb at least 4 flights of stairs.

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 jhurecruitment@jhu.edu. 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.

Equal Opportunity Employer

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Important legal information

http://hrnt.jhu.edu/legal.cfm

School of Medicine - East Baltimore Campus

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