Department: Cardiovascular Work Schedule/Hours: Monday-Friday 8:30a.m.-5:00p.m. 40 hrs.
Will provide administrative support for the Division of Cardiology. Will also be responsible for the overall administrative and fiscal management of a major coordinated clinical and research groups, consisting of faculty members, fellows, and staff.
Duties and Responsibilities:
Serve as administrative support and representative for the Cardiology Research team in respect to preparing for meetings, conferences and travel, editing and tracking correspondence, filing and retrieving information. Maintain and manage daily calendar, resume and publications Coordinate office services for faculty and their labs in the Cardiology Research. Schedule/coordinate meetings and conference calls; maintain minutes and action plans from these meetings. Maintains electronic calendar for department faculty. Answer/screen phone calls; maintain contact and email lists Coordinate national/international travel arrangements; prepare and submit expense reports and annual summaries. Organize and maintain electronic files of correspondence 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. Assists with preparation of grants, contracts, FDA submissions. Locates and compiles information and formats reports, graphs, tables, records and other sources of information. Create, prepare, and disseminate memos, letters and emails; draft correspondence; sort mail; arrange for printing of posters for conferences; mail out letters, packages, etc. Monitor, maintain and order office supplies and small office equipment, coordinate with IT for larger equipment orders.
Demonstrate highly developed oral and written communication and interpersonal skills, pleasant demeanor and professional attitude.
Demonstrates the ability to represent the Division effectively and professionally.
Demonstrate flexibility and re-establish priorities and work plans to compensate for unanticipated changes in work volume to adequately meet departmental needs as deemed necessary.
Consistently informs supervisor in a timely manner when difficult problems, unusual development or activities occur.
Demonstrates the ability to relate well and work with all levels of staff.
Demonstrates the ability to manage multiple projects simultaneously to meet deadlines. Consistently uses discretion when discussing confidential matters. Consistently participates in the development and implementation of office goals and objectives Consistently recognizes own limitations and seeks help from appropriate resources when needed. Demonstrates ability to function appropriately and efficiently in dealing with unexpected or stressful situations and multiple interruptions. Utilizes constructive criticism and/or self-evaluation skills to improve own work performance or behavior. Performs other duties as required.
Operate office equipment such as computer, fax machine, copier, scanner, printer, and standard computer software (MS Office). Answer telephone.
High School Diploma/GED. Three years related experience. Additional education may substitute for required experience, to the extent permitted by the JHU equivalency formula.
Final applicant for this position may require a skills assessment.
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 Division. 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 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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