The Department of Pediatrics is seeking a Sr. Administrative Coordinator that will support the Leadership suite of the Johns Hopkins Cardiology & Heart Center by providing complex administrative and project support to ensure the smooth and efficient operation of the office. The ideal candidate will assist the Divisions Leadership in creation of solutions or organizational systems to assist in streamlining procedures and processes to move the department forward. A successful candidate will be pivotal in assisting the Children’s Center Division Director & Co-Director of the Blalock-Taussig-Thomas Heart Center and the Division’s Sr. Administrative Manager in accomplishing the goals, strategies, and initiatives of the department.

Specific Duties & Responsibilities

• Manage and complete extensive planning to ensure positive outcome on all project work. Projects include, but are not limited to,

                o Faculty Recruitment activities for the department.

                o Manages EPIC ARM request for division (ARMS security coordinator).

                o Participate in facilitating Team building events for staff and administrative team.

                o Strategic planning events for the department (as directed).

                o Departmental functions.

                o Employee Recognition committee.

                o Educational Program support (as directed).

• Arranges meetings, schedules appointments, and maintains personal appointment books for Division Director.
  
• Monitor invoicing, payments, and compliance with division contracts.
  
• Make domestic and international travel arrangements with corresponding detailed itineraries and briefings in preparation for donor visits, coordinate travel plans and appointments.
  
• Reconcile all travel expenses and submit travel reimbursements in a timely and thorough manner. Organize and maintain electronic and hard filing system of financial documentation. Process offices invoices and ensure adherence to the budget.
  
• Interfaces in a professional manner with, departmental advisory board members, faculty, staff, and current and potential donors.
  
• Research and/or compile briefing materials, as needed, for meetings to ensure leadership is fully prepared for scheduled appointments, presentations, discussions, etc. including researching and gathering critical information, creating presentations, preparing briefings, developing and proposing agenda items and conducting necessary follow-ups. Assure that materials are accessible in a timely manner and kept confidential.
  
• Provide for the administrative needs of staff by supervising the procurement, maintenance, and replacement of office supplies and equipment as needed. Other responsibilities as required/assigned.
  
• Partners with Sr. Administrative Manager for office logistical changes and needs.
  
• Attends CUSP meeting to disseminate relevant divisional information.
  
• Edits PowerPoint slides, document and prompts action items, and arranges meetings and invites for the director’s faculty meetings.
  
• Manages timekeeping for administrative support staff, as prescribed by University policy, for accuracy and completeness.
  
• Supervise and discipline administrative support staff. Work with Sr. Administrative Manager and Division Director to ensure support staffing is adequate, working together, and are trained properly.
  
• Manages faculty and staff office and space allocations with Operations, IT, and Telecom departments and external contractors.
  
• Anticipate and problem-solve issue and concerns that will impact the Heart Center department.
  
• Exercises independent judgement in the resolution of administrative problems.

Special Knowledge, Skills and Abilities

• Must be proficient in Microsoft Office Suite and able to use various software applications.
• The individual needs to be detailed-oriented, highly organized, and have excellent written and oral communication.
• Excellent interpersonal and communication skills, both oral and written, ability to clearly relay information to faculty, staff and students.
• Ability to independently interpret policies and processes.
• Very strong analytical and problem-solving abilities, and attention to detail.
• Ability to exercise independent judgment.
• Ability to oversee, prioritize and direct the work efforts of other staff members.
• Proven ability to assess priorities, respond quickly to changing needs, and balance competing responsibilities.
• Must have the ability to work with flexibility on several tasks simultaneously and to meet various concurrent deadlines.
• Must have the ability to maintain confidentiality and effectively interact with all levels of University and Hospital employees as well as outside contacts.

• High School Diploma or graduation equivalent.
• Five years progressively responsible administrative experience.
• Additional education may substitute for required experience, to the extent permitted by the JHU equivalency formula.

Classified Title: Sr. Administrative Coordinator 
Role/Level/Range: ATO 37.5/03/OF  
Starting Salary Range: $21.25 - $36.90 HRLY ($55,000 targeted; Commensurate with experience) 
Employee group: Full Time 
Schedule: M-F; 8:00 - 5:00pm 
Exempt Status: Non-Exempt 
Location: School of Medicine Campus 
Department name: ​​​​​​​SOM Ped Cardiology  
Personnel area: School of Medicine