The Sr. Administrative Coordinator will provide complex administrative and project support to the Chair of the Department of Anesthesiology and Critical Care Medicine. The work environment is fast paced in a clinical department with a mission to deliver the highest quality of clinical care to patients, to guide the future development of the discipline, to train the next generation of leaders in Anesthesiology, and to facilitate ground-breaking discoveries in clinical, translational, and basic research. The Sr. Administrative Coordinator will support the chair and the overall department operations.
Duties and Responsibilities:
Perform general office management duties prioritizing and coordinating the day to day operations of the office of the Chair.
Serve as a front-line representative to board members, trustees, deans, faculty, division directors, and the general public, on behalf of the Chair.
Assist the Chair in preparation for meetings and events: compile and prepare materials, confirm meeting details, and assist with communication and other details as needed.
Understand the priorities and goals of the department to accurately maintain calendar, coordinate meetings, schedule appointments, resolve scheduling conflicts, and prioritize requests.
Coordinate special and department wide projects related to all aspects of the department's functions including patient care, research and teaching.
Develop working relationships across the institution to facilitate the work of the department and the Chair.
Assist with faculty, staff, and student related issues.
Assist with the efficient coordination of the faculty hiring process and maintain faculty files.
Compile data, prepare reports, and perform basic analysis of department activities for internal and external distribution.
Draft correspondence on behalf of the Chair.
Process, triage and respond to incoming mail, emails, and phone calls on behalf of the Chair.
Coordinate special events on behalf of the Chair and the overall department.
Coordinate regular and ad hoc departmental meetings.
Make travel and accommodation arrangements which includes trip planning with lodging, transportation, itineraries, and packets tailored for visits.
Responsible for tracking and ensuring timely processing of travel, expense reimbursement, payroll, purchasing, budget and other transactions through the JHU systems.
Ensure files are well organized, maintained, and up to date.
Copy, collate, and distribute materials as needed.
Resolve problems, answer questions of other staff and faculty, and act as a source of information for all inquiries.
Perform all duties in a fast paced and demanding environment with limited supervision. Maintain the highest degree of confidentiality, discretion and tact.
Other duties 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.
Demonstrated professional demeanor and communication required. Demonstrated business writing, proofreading, and editing required.
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.
Bachelor's degree preferred.
Experience in an academic medicine or clinical environment highly preferred. Experience with SAP systems preferred. Knowledge of faculty affairs preferred. Supervisory experience preferred.
Johns Hopkins University remains committed to its founding principle, that education for all students should be grounded in exploration and discovery. Hopkins students are challenged not just to learn but also to advance learning itself. Critical thinking, problem solving, creativity, and entrepreneurship are all encouraged and nourished in this unique educational environment. After more than 130... years, Johns Hopkins remains a world leader in both teaching and research. Faculty members and their research colleagues at the university's Applied Physics Laboratory have each year since 1979 won Johns Hopkins more federal research and development funding than any other university. The university has nine academic divisions and campuses throughout the Baltimore-Washington area. The Krieger School of Arts and Sciences, the Whiting School of Engineering, the School of Education and the Carey Business School are based at the Homewood campus in northern Baltimore. The schools of Medicine, Public Health, and Nursing share a campus in east Baltimore with The Johns Hopkins Hospital. The Peabody Institute, a leading professional school of music, is located on Mount Vernon Place in downtown Baltimore. The Paul H. Nitze School of Advanced International Studies is located in Washington's Dupont Circle area.