Work Schedule/Hours: Monday-Friday/8:30-5p/40 hrs. Location: East Baltimore Campus
Personnel area: School of Medicine
The Department of Emergency Medicine is seeking a full time Sr. Administratiive Coordinator to provide executive level project support and facilitate interactions of the Senior Director of Nursing for both Adult Emergency Medicine at JHH, JHBMC, and Critical Care Transport, with department staff, hospital administration, national and international organizations. Coordinates office services such as purchasing, payroll, records control, and other administrative activities for the head of the department, center or other organization unit; interprets operating policies; exercises independent judgment in resolution of administrative problems. Participates in the development of budgets and ad-hoc reports. Proficient at SAP system preferred. Should have expertise in managing audiovisual equipment. Expert level of competencies in Word, Excel, PowerPoint, and Outlook software. Visio, preferred. Strong interpersonal, intercultural, organizational, and planning skills. Ability to manage multiple projects and prioritize workflow. Requires independence with workload, reliable, motivated, flexible, and respects confidentiality of the information shared with this position.
Specific duties & responsibilities:
Provides administrative and secretarial support to an Emergency Medicine's Senior Director of Nursing
Maintains Senior Director of Nursing's calendar; coordinates meetings, retreats, conferences, facilities and services with government officials, administrators' and presidents' office (both within Hopkins and outside institutions), and senior Hospital and University management.
Coordinate meetings, coordinate technical support as appropriate, send meeting reminders, prepare agendas, take minutes, distribute materials, and provide follow-up information regarding meeting actions and decisions.
Compose response letters, e-mail notes and other documents for review, approval and/or signature.
Create and manage hard copy and electronic filing systems for all key correspondence, reports and documents.
Manage phone calls coming into offices, receiving and distributing messages, directing calls, and assisting callers as appropriate.
Screen incoming documents and messages, determine priorities, and ensure appropriate actions
Coordinate evaluation process for Sr. DON direct reports
Make national and international travel arrangements.
Coordinate the administrative activities for Emergency Medicine nursing leadership
Prepare letters of recognition, arrange for special occasion recognition.
Identify and resolve administration problems and issues
Develop and recommend administrative processes and procedures to assure efficiency
Interprets and communicates operating policy
Coordinate EM Nursing Site Visits
Coordinate national and international visits to our department including travel arrangements
Produce quality printed and projection materials for presentations, lectures, manuscripts and reports including figures, graphs, charts, technical documents and tables
Proof read and edits documents
Independently prepare manuscripts for submission following journal instructions
Locates and compiles information and formats reports, graphs, tables, records and other sources of information.
Assembles and categorizes facts and figures for written computation and calculations.
Conduct literature search within defined parameters
Search medical library, on-line and bibliographic and reference sources and generate bibliography
Establish, coordinate and implement office services such as purchasing, resource allocation (space, computers, etc.) security and communications
Responsible for the office physical plant, ensuring that routine maintenance is carried out and that technology (computers, phones, etc.), space and furniture is always in a state of readiness
Coordinate special projects and special events, ensuring successful outcomes
Process Sr. DON's travel reimbursements and keep records for payment
Coordinates and implements office services such as payroll, purchasing, records control, projects and budget accounting operations.
Prepares and/or participates in the preparation of the budget for a large or complex organizational entity.
Develops and recommends the budget for approval.
Analyzes historical budget patterns and forecasts short-term needs.
Controls expenses and increases productivity to improve budgetary performance.
Analyzes unit-operating practices such as record keeping systems, forms control, office layout, and personnel requirements, creating new systems or revising established procedures.
Interprets and communicates operating policies.
Coordinates collection and preparation of financial and operations reports
Draws from experience and/or specialized training and education when contributing to the work of Emergency Medicine Nursing
Establishes high expectations for performance standards of self and other staff, leading by example
Delegates work assignments to other support staff in order to accomplish goals in a timely fashion, making allowances for individual initiative; offers guidance to employee for improving performance
Institutes appropriate follow-up to ensure desired outcomes are reached
Recognizes when help is needed by others and offers guidance and assistance
Demonstrates critical thinking for problem solving
Readily accepts new responsibilities and assignments
Displays flexibility in adjusting to the fluctuating needs of the department and nursing program
Demonstrates proficiency and expertise with word processing software, spreadsheets, relational databases and graphics packages; knowledge of SAP helpful
This description is a general statement of required major duties and responsibilities performed on a regular and continuous basis. It does not exclude other duties as assigned.
High School diploma or GED required and five years progressively responsible administrative experience. Additional education may substitute for required experience, to the extent permitted by the JHU equivalency formula.
JHU Equivalency Formula: 30 undergraduate degree credits or 18 graduate degree credits = 1 year of experience. For jobs where equivalency is permitted, up to two years of non-related college coursework may be applied towards the total minimum education/experience required for the respective job.
The successful candidate(s) for this position will be subject to a pre-employment background check.
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 HR Business Services Office at email@example.com. For TTY users, call via Maryland Relay or dial 711.
The following additional provisions may apply depending on which campus you will work. Your recruiter will advise accordingly.
During the Influenza ("the flu") season, as a condition of employment, The Johns Hopkins Institutions require all employees who provide ongoing services to patients or work in patient care or clinical care areas to have an annual influenza vaccination or possess an approved medical or religious exception. Failure to meet this requirement may result in termination of employment.
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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