Administrative Coordinator

The Division of Geriatric Medicine is seeking an Administrative Coordinator to provide direct administrative, clinical and research support to the Director of the Center for Transformative Geriatric Research, and multiple members of the Division of Geriatric Medicine and Gerontology faculty. Additional duties include limited support for research coordination, and back up coverage for other administrative coordinators throughout the division when required.

The Administrative Coordinator assists with projects, reimbursements, calendar scheduling, fellows, etc. and other items as needed. Coordinates the tracking and maintenance of CME records. Supports special events preparation, some website maintenance/updates, and space management support for suite. Provides Division of Geriatric Medicine and Gerontology and the Center for Transformative Geriatric Research and its subordinate centers support for ongoing clinical operations projects and regular reporting. Position requires independence and flexibility to meet needs as they develop.

Specific Duties & Responsibilities

Administrative Support:

• Provide daily calendar management for Centers’ directors and faculty to ensure efficient management of physicians’ activities and maintaining/updating a complex calendar based on a thorough understanding of priorities, and internal and external relationships. Schedules one-on-one, group meetings, conferences calls, training, etc.
• Able to schedule with multiple attendees, monthly and bi-monthly meetings, workgroups, etc. Regularly interact, both by phone and in person, with all levels of executive and support staff, as well as interacting with personnel outside the Hopkins system.
• Schedule and coordinate meetings for Directors and Faculty as well as set up monthly meetings for multiple groups as needed, including interviews for posted positions, coordination of multiple physicians, research project managers, and research associates.
• Coordinate bi-annual Program Evaluation and Clinical Competency Committee meetings.
• Maintain the calendar for scheduling of multiple conference rooms, update signage.
• Aid with the Learning Collaborative by creating and submitting invoices for services. Helping with online conferences and organizing overnight conferences (two per year). Work with hotels, caterers, schedulers.
• Schedule catering, set up and clean up for various meetings and events.
• Process online payments of invoices, reimbursements for out-of-pocket expenses, travel, licenses, subscription renewals, dues and purchase orders, using on-line University SAP computer program and use online services to order computers, furniture, etc., as needed. Coordinate and implement other office services such as purchasing (as above) record control, projects and some budget accounting operations. Submit individual and company information to the Payment Works system for vendor application.
• Monitor and update online NCBI publications and NIH bios. Requires knowledge of NCBI practices and compliance for federally sponsored research and non-sponsored publications.
• Coordinate online and phone consultations with nationwide outside.
• Schedule and coordinate speakers for the Center for Transformative Geriatric Research.
• Coordinates domestic and foreign travel including air, train, hotel accommodations, special meal requirements, etc. when needed. Maintain individual trip folders for each faculty member.
• Upload photographs and files to the Cloud JH Box for various researchers and division upon request.
• Direct members of the media and patients to correct office or clinic.
• Handles confidential information and ensuring compliance with HIPPA standards.
• Responsible for maintaining list of renewal dates for multiple faculties for physician license renewal, DEA renewal, controlled drug license and credentialing renewal, assist in submitting in a timely fashion.
• Implement tracking system for Faculty mentees; develop competent system for updating contact information.
• Maintain and monitor Polycom conferencing and online conference system.
• Photocopy articles, manuscripts, packets, and various other paperwork. Fax or scan correspondence. Prepare Federal Express, UPS, and postal packages for mailing. Monitor delivery on time sensitive material. Handle incoming mail for designated faculty and staff.
• Oversee maintenance and supply materials for copier, fax, and scanner combo.
• Assist in the preparation of multiple types of grants for submission to including creating figures, tables, graphs etc.; locating references in PubMed, downloading said references into the Reference Manager package and use this package to insert references into grants, occasionally.
• Obtain full text articles via PubMed. Create and maintai