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 Office 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.
Collaborates with OVD Florida and Baltimore offices 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 has offices in both Florida and Maryland, occasional travel to Baltimore, Maryland 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 Office including Word, Excel, Outlook, and PowerPoint. Experience with Visio is recommended.
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 work space is limited.
Should be able to work at a computer for extended periods of time.
High School Diploma or graduation equivalent.
Five years progressively responsible administrative experience.
Experience with Adobe and Microsoft Office including Word, Excel, Outlook, and PowerPoint.
Additional education may substitute for required experience, to the extent permitted by the JHU equivalency formula.
Experience on an academic campus with faculty appointment/promotion experience is highly desired.
Experience with Visio is recommended.
Classified Title: Sr. Administrative Coordinator
Role/Level/Range: ATO 40/E/03/OF
Starting Salary Range: $20.40 – $28.00/hr (Commensurate with experience)
Employee group: Full Time
Schedule: M-F; 8 hours/day
Exempt Status: Non-Exempt
Department name: All Childrens
Personnel area: School of Medicine
Please refer to the job description above to see which forms of equivalency are permitted for this position. If permitted, equivalencies will follow these guidelines:
JHU Equivalency Formula: 30 undergraduate degree credits (semester hours) or 18 graduate degree credits may substitute for one year of experience. Additional related experience may substitute for required education on the same basis. 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.
**Applicants who do not meet the posted requirements but are completing their final academic semester/quarter will be considered eligible for employment and may be asked to provide additional information confirming their academic completion date.
The successful candidate(s) for this position will be subject to a pre-employment background check.
The Johns Hopkins University values diversity, equity and inclusion and advances these through our key strategic framework, the JHU Roadmap on Diversity and Inclusion .
Equal Opportunity Employer
All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.
EEO is the Law
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 Talent Acquisition Office at [email protected] . For TTY users, call via Maryland Relay or dial 711. For more information about workplace accommodations or accessibility at Johns Hopkins University, please visit accessibility.jhu.edu .
Johns Hopkins has mandated COVID-19 and influenza vaccines, as applicable. Exceptions to the COVID and flu vaccine requirements may be provided to individuals for religious beliefs or medical reasons. Requests for an exception must be submitted to the JHU vaccination registry. For additional information, applicants for SOM positions should visit https://www.hopkinsmedicine.org/coronavirus/covid-19-vaccine/ and all other JHU applicants should visit https://covidinfo.jhu.edu/health-safety/covid-vaccination-information/ .
The following additional provisions may apply, depending on campus. Your recruiter will advise accordingly.
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.
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