Sr. Administrative Coordinator (Pediatrics)

The Department of Pediatrics is seeking a full time Sr. Administrative Coordinator to provide complex administrative and project support to the Division of Gastroenterology, Hepatology and Nutrition. The successful candidate will provide a range of administrative and clinical support to higher-level administrative staff and assists the Department Leadership with daily administrative operations. This position will also play a support role for other departmental leaders, faculty, and manager. Responsibilities include scheduling complex appointments and meetings, preparing meeting and travel/recruitment materials, preparing correspondence, compiling data, answering telephones, on call schedules, special projects, and records maintenance. Will perform duties of a sensitive and confidential nature.

Specific Duties & Responsibilities

• Plan, support, and organize daily activities of the office, unit or program.
• Provide complex administrative, project, and calendar support to a Dean, Associate Dean, Department Chair, program leadership or comparable business leaders.
• Manage team and/or assigned leaders’ calendars; plan and schedule meetings and coordinate associated logistics.
• Support the administration of the department/unit's budget, including monitoring and tracking expenses, budget reconciliation, resolving issues, and assisting with developing budget projections, collecting information for budget development.
• May represent department management in appropriate circumstances within the scope of the position’s responsibility and purview.
• Independently develop and manage complex and key administrative projects (databases, reports, grant proposals, office workflow, records control, course materials).
• Coordinate purchasing processes; process various department bills and reconcile accounts.
• Prepare meeting materials (e.g., draft agenda, collect relevant information) and provide staff support for high-level meetings. Record and draft minutes, monitor and follow-up on action items.
• Coordinate and provide various general office services, e.g., payroll, purchasing, records control, office moves/renovations, repairs and maintenance.
• May serve as the liaison or office contact with facilities or other service providers.
• Identify and resolve administrative problems and issues.
• Analyze operating practices, processes and procedures (e.g., record keeping systems, forms control, office layout, personnel requirements).
• Develop and recommend administrative processes/procedures to ensure efficiency in general office operations, interpret and communicate operating policies.
• Develop and produce reports.
• Assist with preparation of presentations.
• Assist with planning special events/functions, including workshops, conferences, etc.
• Coordinate preparation, set up and logistics for department/office events/functions.
• May perform some non-routine and confidential administrative functions.
• Coordinate work assignments of students and/or temporary office support, as needed.
• Other duties as assigned.

Additional Skills, Knowledge and Abilities

• Knowledge of the formal and informal departmental goals, standards, policies and procedures that may include some familiarity of other departments within the school/division.
• Ability to be a team player by working to promote an atmosphere of respect, collegiality, integrity and discovery.
• Ability to integrate and synthesize information from multiple sources.
• Ability to meet deadlines and work flexible hours.
• 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.
• Demonstrated knowledge of Windows, MS Word, Word Perfect, graphics and presentation software
• Ability to adapt 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.

Minimum Qualifications

• High school diploma or graduation equivalent.
• Four years of related experience.
• Additional education may substitute for required experience and additional related experience may substitute for required education permitted by the JHU equivalency formula.