Sr. Administrative Coordinator

The Department of Pediatrics is seeking a full-time Sr. Administrative Coordinator to provide complex administrative and project support to the Division of Endocrinology. The successful candidate will provide a range of administrative support to higher-level administrative staff and assist the division leadership with daily administrative operations. This position will also play a support role for other division leaders and faculty. In addition to the specific duties and responsibilities below, the Sr. Administrative coordinator will also schedule complex appointments and meetings, arrange travel, prepare meeting and travel materials, prepare correspondence, compile data, answer telephones, respond to faxes, special projects, and records maintenance. 

Specific Duties & Responsibilities

• Assist Division with assigned duties.
  
• Provides administrative support to Division Leadership, to include maintaining schedules, arrange and prepare for meetings, preparation and editing of general correspondence, maintain minutes from meetings as required, prepare and maintain required reports, and process expense accounts and reimbursements.
  
• Communicates effectively and professionally. Maintain positive courteous, supportive, and professional working relationships with all levels of contacts: contributes to the customer service-oriented atmosphere within the Division to assist other functional areas when needed or requested.
  
• Assumes administrative tasks, special projects, ad hoc reports, research data and other related activities.
  
• Serves as main contact with staff and visitors for the Division Leadership, answers telephone, screens callers, takes messages or refers questions to the appropriate staff, and greet visitors; provides, schedules elaborate and detailed appointments.
  
• Maintains calendar, schedule appointments and meeting rooms; makes travel and accommodation arrangements and prepare expense and travel reports. Maintains correspondence log by checking email and voicemail.
  
• Prepare clinics and manage templates.
  
• Composes, edits, types and distributes various form letters and correspondence; creates and maintains necessary files, order supplies as needed.
  
• Develops and maintains information to generate various reports on departmental safety and strategy projects. Creates tables, charts, graphs, and PowerPoint presentations as needed. Maintains project files, coordinates the receipt and processing of information for project management.
  
• Documents administrative systems through compiling and updating manuals, policies & procedures.
  
• Reconciles budgets and manage project budgets including but not limited to: Administrative Book Fund, Employee Recognition expenditures, Service Recovery Expenditures, budgets for department-wide events.
  
• May prepare all reimbursements for Division Leadership.
  
• Makes all travel and accommodation arrangements for Division Leadership.
  
• Manage Leadership CV, Biosketch.
  
• Create Doodle polls, simple surveys.
  
• Coordinates rotations for trainees from within and outside of Hopkins.
  
• Performs other duties as assigned by the Division Leadership.
  

Additional Skills, Knowledge, & Abilities

• A high level of confidentiality and professionalism is required.
  
• Excellent typing and accuracy skills; Ability to operate a fax, copier, scanner, desktop computer, laptop computer, personal digital assistant, and a telephone
  
• Proficiency with personal computers, graphics and presentation software.
  
• Proficiency and Microsoft products.
  
• Epic (preferred).
  
• Adapts to changes in office technology and software to ensure efficient office practices.
  
• Excellent verbal and written communications skills.
  
• Strong organizational skills.
  
• Independent worker, who is flexible, motivated and able to handle multiple tasks, self- starter.

• High School Diploma or GED.
• Minimum of five years progressively responsible experience. Additional education may substitute for some experience.
  

• Bachelor’s Degree.

Classified Title: Sr. Administrative Coordinator 
Role/Level/Range: ATO 37.5/03/OF  
Starting Salary Range: $21.00 - $36.50 HRLY ($55,000 targeted; Commensurate with experience) 
Employee group: Full Time 
Schedule: Monday-Friday, 9:00 am-5:00pm 
Exempt Status: Non-Exempt 
Location: Hybrid/School of Medicine Campus 
Department name: ​​​​​​​SOM Ped Endocrine 
Personnel area: School of Medicine