Department: Cardiology Work Schedule/Hours: Monday-Friday 8:30a.m.-5:00p.m. 37.5 hrs.
The Administrative Supervisor will provide complex administrative, project, and financial support to faculty for the Division of Cardiology. Independently manage projects, develop and maintain positive working relationships internally and externally to the Division, the University, and with all those they personally encounter including University representatives, external and international collaborators, faculty, staff, and students. The Administrative Supervisor will also support the mission through a variety of assignments in a fast paced and demanding environment requiring creative planning, internal and external communication, and an in-depth understanding of the work of the Division and its partners. Will serve as the office supervisor for approximately 15-20 Administrative Staff.
Duties and Responsibilities:
Responsible for the direct supervision of approximately 15-20 Administrative Coordinators and Sr. Administrative Coordinators. Manage assigned faculty members' electronic and paper calendars for multiple meetings and manage frequent requests. Resolve scheduling conflicts. Ensure that the faculty are fully prepared for meetings and appearances by coordinating, collecting and providing materials in a timely fashion. Complete 120 day and annual performance evaluations with staff, participate in disciplinary actions, hiring processes and payroll. Responsible for organizing and scheduling coverage for the staff when they are absent. Approve/Deny/Monitor time off requests. Monitor time and attendance for all Administrative Staff. Work with administrative staff on skill development and mentoring. Organize and maintain electronic files of correspondence.
Plan special events and meetings. Work on special projects as requested. Maintenance of databases and records control account management (Grants, Discretionary, and Gift Accounts). Scheduling and coordinating all meetings. Assist with patient calls and inquiries. Send correspondence to referring physicians and patients in a timely manner. Preparation of correspondences from dictation as requested. Preparation and editing of slides, manuscripts and reports as requested. Ability to compile data for preparation of various periodic ad hoc reports.
Provide support to faculty by monitoring expenses, performing basic monthly reconciliation of accounts and processing routine financial transactions. Process key operational activities utilizing SAP for purchasing, invoices and reimbursements.
On a regular and continuous basis exercise administrative and financial judgment and assume responsibility for decisions, consequences, and results having an impact on people, costs, and/or quality of service within the area. Coordinating office activities and committee meetings. Making travel and accommodation arrangements. Machines and/or equipment used on the job include a PC, laptop, phone, fax, copier, scanner, printer, LCD projector, and transcription equipment. Partner with the HR Manager and Division Administration to update divisional policy and procedure manuals (as necessary). Coordinating meetings/events which involve securing venues as well as coordinating travel, hotel, reimbursement and payment of honoraria for guest lecturers as well as developing itineraries for guests/potential faculty recruits. Renewal of licenses and memberships as needed. Ability to prioritize workloads as needed to meet competing deadlines. Handle confidential information and files with discretion. Other duties and special projects as assigned.
High School Diploma/GED. Five years progressively responsible administrative experience. Additional education may substitute for required experience, to the extent permitted by the JHU equivalency formula.
Operate office equipment such as computer, fax machine, copier, scanner, printer, and standard computer software (MS Office). Answer telephone. Must have solid knowledge of personal computer software to include Word and Excel. Must have outstanding interpersonal and communication skills, as well as excellent writing, editorial and typing skills. Must be able to work independently and make decisions exercising excellent judgment. Must carry out all duties with a high level of professionalism and represent the IGM. Must be able to handle sensitive and confidential situations. Communicate clearly, appropriately, and effectively with all levels. Demonstrate ability to act proactively and independently, exercise good judgment, and think creatively to manage programs and to resolve administrative procedural issues. Keep supervisors, trainees, staff and relevant IGM personnel informed of key issues as relevant. Must have knowledge of University policies and procedures as they relate to administrative process. Analytic ability required to resolve problems. Must be able to understand and interpret data from other sources.
JHU Equivalency Formula: 30 undergraduate degree credits (semester hours) or 18 graduate degree credits may substitute for one year of experience.
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