SR ADMINISTRATIVE COORD (Dept of Medicine)

Location: St. Petersburg, FL 33701

Employment Type: Full Time

About the role

The Sr. Administrative Coordinator provides support for and coordinates departmental projects and facilitates information exchange between the Johns Hopkins Health System, School of Medicine, and other departments, vendors, or outside agencies. This position performs administrative duties such as composing and editing complex correspondence and reports, develops office procedures to ensure efficient and timely operations, and may provide advice or guidance to other administrative or clerical staff. The Senior Administrative Coordinator must report to a Director.

Responsibilities

• Performs a broad variety of intermediate-level clerical and administrative tasks as directed and required for the support of the office or individual.
• Prepares office documents and memoranda, which may include higher-level technical, statistical, and narrative reports; distributes copies of documents as directed.
• Prepares formal business communication, recurring reports, and similar correspondence; acquires signatures as necessary.
• Schedules and coordinates meetings and conferences for assigned staff; takes notes, minutes, or other documentation as directed.
• Maintains the calendar for the assigned department or individual.
• Maintains and organizes files and records.
• Greets and welcomes visitors; answers and directs phone calls.
• Collaborates with other departments to complete some office functions.
• Connects teams and departments by providing communication, setting up presentations, and supporting department initiatives.
• Coordinates department activities, schedules, and projects.
• Responsible for vendor management and processing invoices.

Requirements

• High school diploma.
• Five (5) years of experience.
• Proficient with Microsoft Office Suite.
• Familiar with databases and spreadsheets.
• Knowledge of customer service protocols.
• General budget awareness and understanding of how department processes impact budgets.

Skills

• Strong interpersonal skills to interact with Hospital administration, staff, patients, and families, as well as to handle confidential and sensitive information.
• Demonstrated ability to identify, analyze, and solve problems.
• Ability to plan, organize, complete, and manage programs in the most efficient manner.
• Strong organizational skills to prioritize multiple tasks and manage deadlines.
• Ability to identify and rectify discrepancies before they escalate, maintaining the integrity and efficiency of administrative processes.
• Ability to work in a metric-driven environment with defined expectations for performance levels.
• Strong interpersonal and teamworking skills with the ability to communicate effectively in verbal and written formats.
• Ability to maintain composure in high-stress situations.
• Demonstrated ability to exercise good judgment in handling sensitive and confidential information and situations.

Machines, Tools, Equipment

• Personal computer and office automation equipment.
• Proficient in MS Office and SAP.