Provides complex administrative and secretarial support to the Division of Bayview General Internal Medicine and fulfill administrative duties to support the overall administrative functions of the division. The Sr. Administrative Coordinator will provide administrative support to the Bayview General Internal Medicine Division faculty and staff, including direct support for 7 Bayview General Internal Medicine faculty, and indirect support for the Division Chief and the remaining faculty and staff for: coordination of faculty annual reviews, assistance with provider credentialing, assistance with the division annual review, event coordination, and supplies maintenance. The Sr. Administrative Coordinator will also support the Residency Program, the Fellowship program, the Qgenda template management system, and the Faculty Development Program (Teaching Skills & Curriculum Development). This position is highly visible and will be the first point of contact to the division chief for all constituents (faculty, students, staff, alumni, donors, community, professional colleagues, local/state/federal government agencies, etc.). The Sr. Administrative Coordinator will serve as a liaison with other University divisions, medical center departments, and external organizations. Coordinator must be able to function independently.
Specific Duties & Responsibilities
Performs duties as assigned by the Division Director, Assistant Administrator, and Administrative Specialist with minimal supervision.
Provides direct administrative support to 9 faculty/administrative leaders (and peripheral support to other divisional faculty) as needs change over time, including but not limited to:
Aiding in project coordination and prioritization to help faculty members meet deadlines
Maintain consulting agreements
Maintain conflict of interest
Arrange meetings and take minutes
Make travel arrangements (meeting registration, transportation, accommodation) as requested.
Coordinate conference calls
Order supplies, equipment
Coordinates the annual rounds schedule and meetings, CME certification/accreditation, CME credit submission, and submissions of applications and disclosures.
Leads office activities of the Division of Bayview General Internal Medicine which requires exercising independent judgment in the resolution of administrative problems and interpreting and communicating operating policies and procedures.
Regularly interacts with all levels of executive and support staff internally. Contacts executives of external hospital/agencies as needed in transmitting or obtaining information.
Coordinates, schedules, and oversees the Fellowship interview process for the division.
Works with Resident Program Directors to provide direct support for the Resident Practice and Resident Program, including but not limited to assistance with scheduling of precepting schedules, coordination of activities, calendar management for the preceptors, and other activities as needed.
Manages the Qgenda requests and scheduling for the divisional ward attending as well as the resident practice preceptors.
Manages the divisional website through the regular updating of content and assists in marketing efforts related to divisional initiatives.
Assists with Qualtrics survey development, management, and reporting for both research and education initiatives.
Coordinates, tracks and documents staff and faculty development, required annual trainings, and required annual reviews for all division members.
Coordinates and assists with planning of special projects and events, office activities and committee meetings.
Coordinates and implements office services such as purchasing, records control, filing, and projects.
Screens and prioritizes incoming correspondence, phone calls and visitors. Assumes responsibility for expediting requests/inquiries that do not require an executive reply.
Opens, sorts, and screens mail. Also coordinates outgoing mail.
Monitors office supplies and orders supplies as indicated on a regular basis.
Coordinates duplication and collection of materials on a regular basis, filing master copies appropriately, within a reasonable timeframe.
Attends all mandatory in-service training sessions as assigned by Assistant Administrator.
Answers telephone in a courteous manner, identifying self and division. Records and distributes messages in an accurate and timely manner.
Makes travel arrangements (meeting registration, transportation, accommodation) as requested with no more than one variation (schedule error) per quarter.
Operates personal computer to access e-mail, electronic calendars, and other basic office support software.
Serves as the liaison to the Divisional administration and other external and internal groups. Assist with or manage Divisional related activities/projects (such as coordination and tracking of faculty annual review process) as required.
Provides onboarding and assists with scheduling the required trainings for new faculty/staff. Faculty Development Program (FDP)
Provides program management and administrative support for the Teaching Skills (TS) and Curriculum Development (CD) programs within the Faculty Development Program including but not limited to:
Continuing Medical Education (CME) Coordination Activity- which includes preparation of online applications; collating of evaluations; managing CME sign-ins; reviewing and submitting materials to CME; ensuring compliance with CME reports; and communicating any concerns and issues with the CME office.
TS and CD recruitment and marketing- which includes preparation/updating of recruitment materials; communicating with prospective, active, and former TS/CD participants; managing broadcast announcements; assisting with CME registration; assisting with tuition remission processes; and acting as liaison between participants and CME office.
TS and CD Course Management- for live, online and hybrid programs which includes preparation of course content materials; familiarity with various technologies such OneDrive, Blackboard Learning Management System, Zoom, MS TEAMS and Qualtrics or similar programs; managing food orders; scheduling TS/CD sessions; reserving teaching space, parking authorization; and room setup for sessions.
TS and CD General Management- which includes assistance with data collection (pre-course questionnaire, needs assessments, course modules evaluations and end of program evaluation); management of current and past course data including participant information and evaluation data; coordination of budget payments with financial analyst; and managing and updating the website; preparation and distribution of Certificates of Participation.
Additionally, the applicant will be expected to represent both the program and Johns Hopkins Medicine in a professional manner and will be expected to have excellent organization and communication skills and anticipate and proactively respond to program needs.
Scope of Responsibility: Knows the formal and informal departmental goals, standards, policies and procedures which may include some familiarity of other departments within the school/division. Is sensitive to the interrelationship of both people and functions within the department. Has excellent administrative and organizational skills, orientation to detail, ability to prioritize, handle multiple tasks and to set and meet deadlines.
Decision Making:On a regular and continuous basis, exercises administrative judgment and assumes responsibility for decisions, consequences, and results having an impact on people, costs, and/or quality of service within the division.
Communication: Exchanges non-routine information using tact and persuasion as appropriate requiring good oral and written communication skills.
Listens to customer needs and responds in a courteous and tactful manner.
Provides timely feedback to the appropriate customer in a clear and concise manner.
Uses professional judgment in providing information based on the situation and is sensitive to individual and organizational concerns.
Consistently ensures that information known about the customer is kept private and confidential.
Minimum Qualifications (Required)
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: 30 undergraduate degree credits (semester hours) or 18 graduate degree credits may substitute for one year of experience. For jobs where equivalency is permitted, up to two years of non-related college course work may be applied towards the total minimum education/experience required for the respective job. *
Some College preferred
Special Knowledge, Skills, and Abilities
Experience in Academic Medical Setting
Intermediate knowledge of SAP, databases, spreadsheets and word processing.
Prior work within Johns Hopkins.
Classified Title: Sr. Administrative Coordinator Working Title: Sr Administrative Coordinator Role/Level/Range: ATO 40/E/03/OF Starting Salary Range: $19.82 - $27.27/ Commensurate with Experience Employee group: Full Time Schedule: Monday Friday, 8:30 am-5:00 pm / Exempt Status: Non-Exempt Location: 33-MD:Johns Hopkins Bayview Department name: 10002792-SOM DOM Bay General Internal Medicine Personnel area: School of Medicine
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