The Department of Otolaryngology Head and Neck Surgery is seeking a full-time Sr. Administrative Coordinator to provide complex administrative and project support to specific physicians and department administration. The successful candidate will provide a range of administrative support to assist the physicians with daily administrative operations. 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

• This Sr. Administrative Coordinator position will provide expert administrative support to specific physicians, supporting two teams in an engaging, fast-paced environment.

• The person must be extremely proactive, energetic, adaptable and reliable.

• The ability to remain agile to changes real-time is a must. In addition, the candidate must be an effective communicator and be able to anticipate the needs of the team members they support.

• Provides administrative support to specific faculty within the Sinus and Head and Neck Cancer divisions, 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.

• Serve as primary host for meetings, and as main contact to answers telephone, screens callers, takes messages or refers questions to the appropriate staff, and greet visitors; provides schedules (elaborate and detailed appointments) including room/call set up and attendee support, and collection and dissemination of meeting materials.

• 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.

• Work in coordination with Medical Office staff and may serve as back-up to prepare clinics and manage templates, when needed.

• 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 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.

• May prepare all reimbursements for requested physicians.

• May make travel and accommodation arrangements for requested physicians.

• Manage requested physician CV, Biosketch.

• Create Doodle polls, simple surveys.

• Performs other duties as assigned by Leadership.

Additional Knowledge, Skills and Abilities

• A high level of confidentiality and professionalism is required. Must be honest and direct, transparent, ethical, and mission driven.

• Excellent typing and accuracy skills; Ability to operate a fax, copier, scanner, desktop computer, laptop computer, personal digital assistant, and a telephone.

• Proficiency with 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.

• Demonstrated ability handling high volume of time sensitive requests, inbound and outbound calls.

• Expertise in organizing meetings and conference calls, meeting room and call setup, and coordinating schedules across multiple time zones.

• Experience coordinating and booking travel and occasional small events.

• Demonstrated ability with office desktop technology, including working with Microsoft Office suite of products and Adobe Acrobat.

• Team-oriented, accountable, supportive, conscientious.

Minimum Qualifications

• 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.

Preferred Qualifications

• Bachelor's Degree preferred.

• Minimum five years' work experience required in a fast-paced, demanding environment.

Classified Title: Sr. Administrative Coordinator

Job Posting Title (Working Title): Sr. Administrative Coordinator

Role/Level/Range: ATO 40/E/03/OF

Starting Salary Range: $21.25 - $36.90 HRLY ($27.23/hour targeted; Commensurate with experience)

Employee group: Full Time

Schedule: Monday-Friday, 8:00am-4:30pm

Exempt Status: Non-Exempt

Location: Hybrid: On-site 3-4 days a week

Department name: 10003039-SOM Oto Otolaryngology Research

Personnel area: School of Medicine

Equal Opportunity Employer:

Johns Hopkins University is an equal opportunity employer and does not discriminate on the basis of race, color, gender, religion, age, sexual orientation, national or ethnic origin, disability, marital status, veteran status, or any other occupationally irrelevant criteria. The university promotes affirmative action for minorities, women, disabled persons, and veterans.