Details
Posted: 01-Apr-22
Location: Baltimore, Maryland
Salary: Open
Internal Number: 82513-en_US
The Sr. Administrative Coordinator will provide high-level administrative support to the Office of the Vice President and General Counsel members. The Sr. Administrative Coordinator will coordinate office services and administration such as purchasing, vendor management, and facilities maintenance requests. This position will also serve as the front-line receptionist for the East Baltimore Team. The candidate must be able to work in a team environment in a fast-paced legal office and maintain a professional demeanor while interacting with clients, outside counsel, and other university members.
As a front-line representative of the Office of the Vice President and General Counsel, the candidate must be committed to responsiveness, customer service, excellence, and teamwork. The Senior Administrative Coordinator will regularly deal with sensitive, privileged, and confidential legal matters. This position requires discretion and exercising considered judgment in all conversations and handling of materials.
Specific Duties & Responsibilities:
Serve as the point of contact and ensures effective communication across the office with Senior Leadership, including the University President, Vice President, Vice Provost team, and Deans,
- Coordinate special events hosted by individual attorneys (i.e., high-level meetings with members internally and externally from the University and Health Systems), office retreats, seminars, and travel,
- Participate in staff and other special meetings (i.e., Physician Compensation Committee and Working Group meetings),
- Assist Executive Assistant / Office Manager in the planning of department meetings and activities,
- Regularly review and prepare highly confidential materials, both written and sensitive conversations that require independent judgment and discretion.
- Prepare memorandums for signature by the Dean and CEO for Johns Hopkins University for the Contract and Agreements system,
- Prepare travel and accommodation arrangements for attorneys and ensures timely travel and expense reimbursements via SAP,
- Participate in regular Support Staff meetings and professional development sessions.
- Greet and welcome visitors to the office,
- Answer a multi-line telephone, screen, and triage callers,
- Refer questions and direct calls to the appropriate staff members and offices with efficiency and tact,
- Distribute incoming mail for the office,
- Responsible for catering orders for meetings,
- Order and maintain office supplies,
- Work with Facilities and IT departments to arrange service calls and ensure the office is properly maintained and all problems are resolved on time with minimal disruption
- Manage multiple calendars with complex scheduling by effectively prioritizing requests for meetings; anticipate future schedule conflicts and initiate prompt resolutions,
- Provide backup support for the Homewood office,
- Coordinate with JHHS Legal administrative staff within the East Baltimore office for conference rooms, supplies, etc.
- Manage responsibility for the consistent use of file management systems. Ensure files are well organized, maintained, and up to date.
Additional duties may be assigned.
Minimum Qualifications (Mandatory):
- High School Diploma/GED required.
- Five (5) years of progressively responsible administrative experience.
Additional education may be substituted for required experience, and additional related experience may substitute for required education 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. *
Preferred Qualifications
- Bachelor's Degree preferred.
Special Knowledge, Skills, and Abilities
- Excellent communication skills, both written and verbal, customer service skills
- Proven ability to multi-task, prioritize projects, and adhere to deadlines
- Strong organizational skills with an attention to detail
- Discretion for privileged and confidential information
- Ability to work in a fast-paced, collaborative environment and respond quickly, creatively, and flexibly
- Technologically savvy-experience with basic web search, cloud-based document sharing, Zoom, and Teams
- Strong computer literacy skills, specifically Microsoft Office (Outlook, Word, PowerPoint, and Excel) and Adobe (Acrobat IX Pro, Reader, FormsCentral), SAP.
Classified Title: Sr. Administrative Coordinator
Working Title: Sr. Administrative Coordinator
Role/Level/Range: ATO 37.5/03/OF
Starting Hourly Pay Rate Range: $20.02 - $27.51 /Commensurate with Experience
Employee group: Full Time
Schedule: MTWRF
Exempt Status: Non-Exempt
Location: 04-MD:School of Medicine Campus
Department name: 10001628-VP and General Counsel Office of
Personnel area: Johns Hopkins University
The successful candidate(s) for this position will be subject to a pre-employment background check.
If you are interested in applying for employment with The Johns Hopkins University and require special assistance or accommodation during any part of the pre-employment process, please contact the HR Business Services Office at jhurecruitment@jhu.edu. For TTY users, call via Maryland Relay or dial 711.
Johns Hopkins has mandated COVID-19 and influenza vaccines, as applicable. Exceptions to the COVID and flu vaccine requirements may be provided to individuals for religious beliefs or medical reasons. Requests for an exception must be submitted to the JHU vaccination registry. For additional information, applicants for SOM positions should visit https://www.hopkinsmedicine.org/coronavirus/covid-19-vaccine/ and all other JHU applicants should visit https://covidinfo.jhu.edu/health-safety/covid-vaccination-information/.
The following additional provisions may apply, depending on campus. Your recruiter will advise accordingly.
The pre-employment physical for positions in clinical areas, laboratories, working with research subjects, or involving community contact requires documentation of immune status against Rubella (German measles), Rubeola (Measles), Mumps, Varicella (chickenpox), Hepatitis B and documentation of having received the Tdap (Tetanus, diphtheria, pertussis) vaccination. This may include documentation of having two (2) MMR vaccines; two (2) Varicella vaccines; or antibody status to these diseases from laboratory testing. Blood tests for immunities to these diseases are ordinarily included in the pre-employment physical exam except for those employees who provide results of blood tests or immunization documentation from their own health care providers. Any vaccinations required for these diseases will be given at no cost in our Occupational Health office.
Equal Opportunity Employer
Note: Job Postings are updated daily and remain online until filled.
EEO is the Law
Learn more:
https://www.eeoc.gov/sites/default/files/migrated_files/employers/poster_screen_reader_optimized.pdf
