Sr. Administrative Coordinator (School of Medicine - All Children's)

Johns Hopkins University

Baltimore (MD)

Hybrid

USD 62,466,000 - 108,312,000

Full time

5 days ago

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Job summary

Johns Hopkins All Children's Hospital is seeking a Sr. Administrative Coordinator to provide administrative support and manage office operations for basic science research activities. You will assist with credentialing, staff hiring, and budget coordination, liaising with multiple departments to ensure smooth operations.

The role requires collaboration with program leadership and may involve complex project management, meeting planning, and event coordination within a hybrid Florida setting.

Qualifications

High school diploma or equivalent required.
Minimum of four years of related administrative experience.
Ability to substitute education for experience per policy.

Responsibilities

Plan, support, and organize daily activities of the office or program.
Coordinate credentialing processes for postdocs and rotating researchers.
Provide complex administrative and calendar support to senior leaders.
Manage calendars and schedule meetings with logistics.
Monitor and assist with department budget and expenses.

Skills

Calendar Management

Event Coordination

Financial Administration

Interpersonal Skills

Meeting Coordination

Office Procedures

Oral and Written Communications

Organizational Skills

Project Management

Report Writing

Education

High school diploma or GED

Four years of related experience

Education substitution allowed (equivalency)

Tools

Microsoft Office Suite

Job description

Johns Hopkins All Children's Hospital is seeking a Sr. Administrative Coordinator who will provide administrative support and perform general office management duties necessary in the efficient operation of the basic science research operations. The individual will provide project support to Program Leadership or comparable business leaders, including support for hiring and credentialing staff and trainees. This position may provide support in fiscal and budget management for the assigned area. The responsibilities of this role require significant collaboration and coordination with others. This position is located Johns Hopkins All Children's Hospital in St. Petersburg, Fl.

Specific Duties & Responsibilities:

Plan, support, and organize daily activities of the office or program.
Develop, implement and maintain appropriate departmental guidelines and procedures related to executing the credentialing process for postdocs, rotating learners/researchers in accordance with JHU School of Medicine policies
Prepares appropriate credentialing documents and liaises with various departments for processing credentials, such as SOM academic departments, the registrar's office, the Office of International Services, Office of Postdoctoral Affairs, etc
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 their 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 staff 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 administration 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 assure efficiency in general office operations; interpret and communicate operating policies
Develop and compile reports.
Assist with preparation of presentations.
Assist with planning special events/functions, including workshops, conferences, etc.
May perform some non-routine and confidential administrative functions, as needed.
Coordinate work assignments of students and/or temporary office support, as needed.
Coordinate preparation, set up and logistics for department/office events/functions.
Other duties as assigned.

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

Technical qualifications and specialized certifications