We are seeking a Sr. Administrative Coordinator who will provide administrative support and perform general office management duties necessary for the efficient operation of an office, unit or program. This position may provide support for fiscal and budget management for the assigned area, and provide project support to a Dean, Associate Dean, Department Chair, program leadership or comparable business leaders. The responsibilities of this role require significant collaboration and coordination with others.
Specific Duties & Responsibilities
Plan, support, and organize daily activities of the office, unit or program.
Provide complex administrative, project, and calendar support to a Dean, Associate Dean, Department Chair, program leadership or comparable business leaders.
Manage team and/or assigned leaders' calendars; plan and schedule meetings and coordinate associated logistics.
Support the administration of the department/unit's budget, including monitoring and tracking expenses, budget reconciliation, resolving issues, and assisting with developing budget projections, collecting information for budget development.
May represent department management in appropriate circumstances within the scope of the position's responsibility and purview.
Independently develop and manage complex and key administrative projects (databases, reports, grant proposals, office workflow, records control, course materials).
Coordinate purchasing processes; process various department bills and reconcile accounts.
Prepare meeting materials (e.g., draft agenda, collect relevant information) and provide staff support for high-level meetings. Record and draft minutes, monitor and follow-up on action items.
Coordinate and provide various general office services, e.g., payroll, purchasing, records control, office moves/renovations, repairs and maintenance.
May serve as the liaison or office contact with facilities or other service providers.
Identify and resolve administrative problems and issues.
Analyze operating practices, processes and procedures (e.g., record keeping systems, forms control, office layout, personnel requirements).
Develop and recommend administrative processes/procedures to ensure efficiency in general office operations, interpret and communicate operating policies.
Develop and produce reports.
Assist with preparation of presentations.
Assist with planning special events/functions, including workshops, conferences, etc.
Coordinate preparation, set up and logistics for department/office events/functions.
May perform some non-routine and confidential administrative functions.
Coordinate work assignments of students and/or temporary office support, as needed.
Other duties as assigned.
Oversee all aspects of Chief's scheduling including clinic and surgery schedules.
Proactively monitor surgeons OR schedules to ensure clinics and provider calendars are in sync. Independently resolves scheduling issues and adjusts schedules as needed.
Verify completion of surgical posting sheet inclusive of surgeon signature.
Responsible for mailing / My Chart notification of surgical documents, inclusive of pre / post operative instructions
This position serves as an assistant to the Chief of the Cornea Division, Department of Ophthalmology, managing all scheduling related to academic, administrative, research, and clinical work.
Minimum Qualifications
High school diploma or graduation equivalent.
Four years of related experience.
Additional education may substitute for required experience to the extent permitted by the JHU equivalency formula.
Preferred Qualifications
Bachelor's Degree with 3 years progressively responsible administrative experience.
Knowledge of medical insurance and / or medical terminology
Excellent communication skills.
Classified Title: Sr. Administrative Coordinator
Role/Level/Range: ATO 37.5/03/OF
Starting Salary Range: $21.25 - $36.90 HRLY ($28.00-33.00/hour targeted; Commensurate w/exp.)
Employee group: Full Time
Schedule: Monday-Friday, 8:30 am - 5:00 pm
FLSA Status: Non-Exempt
Location: Hybrid/School of Medicine Campus
Department name: SOM Oph Anterior Segment
Personnel area: School of Medicine
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.