Sr. Administrative Coordinator

As a highly visible team member, we are seeking a Sr. Administrative Coordinator who will provide high-level administrative support to executives, directors, leaders and staff in the Office of Johns Hopkins Physicians. This role will manage the complex calendars of one to three director-level administrators or physicians. This role will serve as back up for administrative support for two JHM executive leaders during the absence of the Administrative Specialist and other administrative staff. Successful completion of work assignments involves considerable judgment, tact, creativity, initiative, as well as an appreciation for tight deadlines, an unwavering commitment to organization, a positive attitude, and a high level of confidentiality. This role will coordinate office services, administrative activities, purchasing, accounts reconciliation, records control, manage multiple calendars, and coordinate all travel arrangements. The Sr. Administrative Coordinator will work closely with both University and Johns Hopkins Health Systems leaders.

Specific Duties & Responsibilities

• The Sr. Administrative Coordinator ensures smooth management of the day to-day administrative operations for 1-3 Directors.
• Provides complex administrative and project support to executives, directors, administration and staff in the Office of Johns Hopkins Physicians. Expected to act as an information resource and provide assistance for executives, directors, administration and staff as well as contacts from outside the department.
• Manage the Directors’ electronic calendars for multiple meetings and manage frequent requests. Plans and schedules meetings, conferences, teleconferences, and travel arrangements. Resolve scheduling conflicts, as needed.
• Independently develop and manage complex and key administrative projects (office workflow, records control, reports)
• Ensure that the Directors are prepared for travel, meetings and appearances by coordinating, collecting, and providing materials in a timely fashion.
• Prepares and distributes materials and agendas for meetings; takes and distributes minutes; prepares correspondence on behalf of the executives, directors, and leaders. Monitor and follow-up on action items.
• Analyze operating practices, processes, and procedures as it relates to the office. Develop and recommend administrative processes/procedures to assure efficiency in general office operations. Interpret and communicate operating policies.
• Demonstrates the ability to prioritizes daily tasks and assignments and maintains a high degree of professionalism.
• On a regular and continuous basis, exercises administrative judgement and assumes responsibility for decisions, consequences, and results having an impact on people, costs, and/or quality of service within the office.
• Provide backup administrative support for other members of the Office of Johns Hopkins Physicians.
• Handles confidential information and relays this information when necessary.
• Submits invoices and reimbursements.
• Prepares and updates CVs.
• Assists with special event planning for the office.
• Assists in training new employees.
• Contributes to team effort by accomplishing related results as needed.
• Coordinates and implements office services such as purchasing, records control, and equipment maintenance.
• Prioritizes, handles, and triages all phone calls and messages to the appropriate offices.
• General administrative duties to include, but not limited to scanning, copying, sorting mail, office, and kitchen/control center supplies, triaging phone calls, and greeting and assisting visitors.
• Performs other duties as assigned.

Equipment, Machine, or Tool Requirements

• General computer skills, with experience with Microsoft Office

Knowledge, Skills, or Abilities

• Proficiency with Outlook, Zoom, and Word, required.
• Experience with SAP, Adobe, and Microsoft Teams, preferred.
• Ability to work independently and collaboratively as a part of a team; to take initiative and be flexible.
• Strong organizational skills; acutely detail-oriented and excellent with follow-through.
• Strong communication skills, including verbal, written and interpersonal skills.
• Possess a professional manner and has communication and interpersonal skills necessary to handle sensitive and confidential situations with poise, tact, and diplomacy

This description is a general statement of required major duties and responsibilities performed on a regular and consistent basis by the incumbent(s). It should not be held to exclude other duties not mentioned that are similar in nature and level of difficulty.