Job Req ID:
113824
Sr. Administrative Coordinator
We are seeking a Sr. Administrative Coordinator to provide administrative support to the Department of Pediatrics, General Pediatrics Division in both campuses East Baltimore and Bayview. This position provides administrative support to 20 Faculty members including Medical Directors for Harriet Lane Clinic BEAD program Directors.
Specific Duties & Responsibilities
- Reporting to the Sr. Administrative Manager of the Division the position is responsible for,
- Set up meetings. prepare meeting agendas, notify attendees, take minutes, reserve conference rooms.
- Manage Director’s calendar and update as needed.
- Serve as a CONCUR delegate to 20 Faculty members, process reimbursements for faculty for travel and other expenses as appropriate.
- Process and track travel and non-travel reimbursements in a timely and accurate manner for faculty, staff and students.
- Process all purchases for the Division.
- Utilizes SAP to pay invoices for products and services along with follow up and update independent contractors in the vendor system.
- Keep stipends balances and communicate balances on a quarterly basis to Faculty.
- Process various transactions such as journal transfers, check deposits, purchase orders, special payroll, check requests, vendor setup and invoices.
- Assist in the reconciliation of all financial transactions non-sponsor and discretionary accounts while verifying accuracy, completeness and compliance of charges posted to accounts.
- Timely process BEAD Invoices.
- Report to the BEAD leadership on BEAD expenses and invoicing status on a monthly basis.
- Assist preparing financial and clinical documentation for different billing areas and cost centers.
- Invoice for services outside of General Pediatrics, such us clinical and non-clinical services agreements with other institutions.
- Provide basic administrative support, like mail pick up and distribution, meeting organization, calendar coordination, filing, food ordering.
General Pediatrics East Baltimore
- Provide administrative support to the HLC Medical Directors in the coordinating resident and student rotations, including email communications and creation of education schedules.
- Set up meetings, notify attendees, and reserve conference rooms (including virtual meeting utilizing Zoom software).
- Attend meetings and produce meeting minutes as needed. Manage Director’s calendar and update as needed.
- Maintain up to date resident listings and email listservs.
- In coordination with HLC Medical Directors, collect scheduling preferences for faculty twice yearly.
- Develop and disseminate clinic schedules for faculty utilizing Qgenda software.
- Organize and maintain system for clinic observerships
- Assist in maintaining and updating Teams for clinic resources.
- Serve as primary contact for clinic Family Advisory Board, develop meeting agendas collaboratively with Medical Directors, attend meetings, record accurate and timely meeting minutes.
- Send communications to family advisors about upcoming and past meetings. Maintain and update family advisor listservs. Coordinate renumeration to family advisors following monthly meetings.
- Assist in planning in-person events, as needed.
- Serve as primary admin contact for clinic Research Review Committee. Assist Medical Directors in fielding applications, scheduling meetings as needed, and communicating with interested research teams. Maintain up to date list of research studies in HLC.
- Assist Medical Directors in developing new avenues for clinic communication with marketing team (e.g. website and social media design).
- Organize events for staff and faculty appreciation.
- Other duties as assigned.
Special Knowledge, Skills, & Abilities
- Extreme attention to detail, excellent computer skills, a high level of independent thinking and ability to think creatively, and the ability to self-prioritize completion of multiple responsibilities.
- Exceptional oral, written, and interpersonal communication skills.
- Demonstrated organizational skills with a proven ability or prioritize workload.
- Ability to work independently as well as collaboratively as part of a team.
- Ability to work effectively with faculty, staff, and students from a variety of diverse backgrounds.
- Ability to remain calm and respond quickly to changing needs and to balance competing responsibilities.
- Excellent Microsoft 365 Suite (Word, Excel, Forms, Outlook, Teams, etc.)
- Database entry experience preferred, including proficiency in Excel, ability to use Microsoft Forms to create forms linked to a database, and experience with OnBase desired.
- Knowledge of SAP preferred, as well as knowledge of JHU administrative policies and procedures.
- Must maintain a high degree of professionalism and must be able to prioritize and multitask based on changing needs and deadlines.
- Knowledge of SAP, as well as knowledge of JHU administrative policies and procedures.
Minimum Qualifications
- High School Diploma/GED. Five (5) years progressively responsible administrative experience.
- Additional education may substitute for required experience, to the extent permitted by the JHU equivalency formula.
Preferred Qualifications
- Knowledge of JHU procurement policies and procedures preferred.
- Bachelor’s Degree.
- Administrative support experience in an office setting, including maintaining multiple calendars, maintaining a filing system, and working with confidential materials.
- Experience working in higher education in either a medical-facing or data-management position.
- Experience scheduling residents shift schedules.
- Database entry experience, including proficiency in Excel and ability to use Microsoft Forms to create forms linked to the database.
Classified Title: Sr. Administrative Coordinator
Role/Level/Range: ATO 37.5/03/OF
Starting Salary Range: $21.00 - $36.50 HRLY ($57,000 targeted; Commensurate with experience)
Employee group: Full Time
Schedule: M-F; 8:30a - 5:00pm
Exempt Status: Non-Exempt
Location: School of Medicine Campus
Department name: SOM Ped General Pediatrics
Personnel area: School of Medicine
School of Medicine - East Baltimore Campus