Sr. Administrative Coordinator

The Office of the Vice Dean for Johns Hopkins All Children's Hospital (OVD) is focused on supporting the organization's integration with Johns Hopkins School of Medicine and requires the development and management of education, clinical, and research programs impacting Johns Hopkins All Children's Hospital (JHACH).

The department includes our Baltimore, Maryland Administrative Team and offices on the St. Petersburg, Florida campus. This hybrid position is located in the Florida office.

We are seeking a Senior Administrative Coordinator (SAR) who will provide administrative support to the Office of the Vice Dean for Johns Hopkins All Children's Hospital.

Employees that are successful in this role possess strong communication skills (both written and oral), high attention to detail, and can be relied upon for dependable and consistent work output.

The SAR is expected to be knowledgeable of the department's practices and work processes to provide internal administrative support and assistance with a commitment to maintaining a positive customer service experience.

This individual is a team player and will provide cross-coverage for other positions in the OVD as applicable and appropriate.

Specific Duties & Responsibilities

Faculty Appointments, Promotions & Recruitment

The SAR will maintain knowledge of appointment and promotion tracks at JHUSOM and the requirements of each. Will work with JHACH faculty candidates, with oversight from OVD leadership team, on the completion of faculty appointment and promotion materials.

This process includes formatting, reviewing, and editing CVs for completion, accuracy, and adherence to JHU formatting guidelines, completing transmittal sheets, citation reports, degree verifications, etc.

Works with faculty candidates and / or department directors to complete draft appointment nomination letters.

• The SAR will track the progress of faculty appointments and promotions and provide updates to OVD team. Will work with the SOM Dean's Oce on faculty annual reappointments and modifications and terminations to appointments as appropriate.
• The SAR will serve as administrative support for the JHACH Appointments and Promotions Committee, including taking of minutes and updating the OVD Appointment and Promotion Tracker with information from the committee meetings.
• Facilitate Appointment and Promotion faculty cohorts to assist faculty in their Appointment and Promotions process. This will involve regularly scheduled meetings and gathering subject matter experts as needed throughout the year to participate.
• The SAR will work with JHACH OVD leadership team on recruitment projects. Responsibilities include advertising on web-based advertising sites, tracking candidate applicants, and coordinating search committees.

Support entails arranging interviews and candidate travel. Candidate travel includes travel to Baltimore and coordinating with the Baltimore OVD team when applicable.

This individual solicits, tracks, and organizes candidate feedback. Maintains the highest level of confidentiality in all aspects of the recruitment process.

Develop content and design for an OVD newsletter with distribution 4-6x annually. This includes developing graphics and articles highlighting JHACH academic productivity.

Conference / Collaborations

Collaborates with OVD Florida and Baltimore teams to coordinate and arrange multiple meetings and conferences for faculty.

Scope of responsibilities will include arranging meeting location, travel, lodging, food, and resolving any logistical issues for travelers.

Specific activities will include but are not limited to the coordination of visits for faculty, staff, students, and visitors and includes conferences, meetings, educational programs, etc.

• Works with OVD leadership team to create agendas and prepare meeting materials as requested. Will attend some meetings to take minutes and to follow through with any action items that can be done independently, assists others to complete items where possible, and monitors and follow-up on action items.
• General Management Support (some may be performed as cross-coverage / backup with existing OVD administrative support).
• This position is responsible for business logistics and administrative support for OVD leadership team with respect to travel planning and coordination, and business reimbursements.
• May manage faculty time tracking (vacation, professional meetings, etc.), professional licenses, meeting and society memberships, and professional development expenditures.
• Prepares travel / expense reports for JHU full-time faculty and staff, including but not limited to ensuring receipt of original source, completeness of reimbursement packet, and entry into Concur.
• Assists with monthly reconciliation of expense reports. Is available as a guide and resource to other faculty and staff Concur users.
• Completes special projects and assignments. Examples may include but are not limited to, identifying administrative / financial software and programs to automate / streamline business functions, developing travel policies, departmental policies, organizational charts, and developing ways to streamline administrative activities.
• This position is responsible for processing check requests, invoices, and inter-entity financial transfers. Maintains responsibility for proper use, security, and financial accounting / reconciliation of department expenses and cost centers.
• Under the direct supervision of the OVD leadership team, and in collaboration with other departments and divisions, this position submits SAP security role access requests (new / revised / removal), IT password requests, SAP Roles, and HR Requisitions for Associate Dean's review and approval.
• Responsible for compliance with institutional policies, procedures, and regulations. Maintains the highest level of confidentiality while completing assignments and is expected to perform other duties as appropriate and assigned.

As the OVD is located in both Florida and Maryland, occasional travel to Baltimore, Maryland main campus may be required.

Special Knowledge, Skills & Abilities

• High attention to detail is necessary for this position.
• Candidates should have proficient experience with Adobe and Microsoft Oce including Word, Excel, Outlook, and PowerPoint.

Experience with Visio is recommended.

Experience with Adobe and Microsoft Oce including Word, Excel, Outlook, and PowerPoint.

Physical Requirements

• May transport equipment and supplies usually less than 40 pounds from one area to another (in the laboratory or on campus (specify).
• May be required to lift and / or move up to 50 pounds with proper training, or precautions / lifting aides (example : office supply boxes, catering supplies).

In some areas workspace is limited.

Should be able to work at a computer for extended periods of time.

Minimum Qualifications

• High School Diploma or graduation equivalent.
• Five years progressively responsible administrative experience.
• Additional education may substitute for required experience, to the extent permitted by the JHU equivalency formula.

Preferred Qualifications

• Bachelor's Degree
• Experience on an academic campus with faculty appointment / promotion experience is highly desired.
• Experience with Visio is recommended.

Classified Title : Sr. Administrative Coordinator

Job Posting Title (Working Title) : Sr. Administrative Coordinator

Role / Level / Range : ATO 37.5 / 03 / OF

Starting Salary Range : $21.00 - $36.50 HRLY (commensurate with experience)

Employee group : Full Time

Schedule : M-F; 8 hours / day

Exempt Status : Non-Exempt

Location : Hybrid / Johns Hopkins All Childrens Hospital (Florida)

Department name : All Childrens

Personnel area : School of Medicine