Job Information
Johns Hopkins University CME Assistant , Administrative in Baltimore, Maryland
We are seeking a CME Assistant, Administrative who will assist with front office duties. Answer phones, order supplies, review and upload learner data, review accreditation files and prepare weekly Turner Rooms schedules and monthly invoices.
Specific Duties and Responsibilities
Responsible for answering activity information lines. as well as back up to other office lines.
Respond to telephone inquiries on the multi-line telephone, using good judgment to screen calls and respond intelligently to routine and non-routine inquiries regarding CME programs.
Maintain a professional manner to callers who are Johns Hopkins’ faculty, staff, student and medical professionals internationally.
Open mail, separate registrations forms by activity and deliver to Customer Relations and Registration Center (CRRC). Distribute staff mail into appropriate mailboxes.
Review, follow up and upload learner data received from educational partners.
Review and upload MOC learner data. Follow up with learners on missing data.
Review accreditation files for completeness and accuracy.
Review, approve and maintain room reservation requests for both CME and non-CME events using the University’s room scheduling system.
Assist with preparing the weekly Turner schedule for distribution to various contact individuals such as facilities management, banquet services, AV
Prepare and send monthly Turner rental invoices. Maintain process for follow-up of payment received.
Answer all emails from office primary email account. Follow-up with appropriate staff as needed.
Order supplies for Turner Building Mother Room.
Have knowledge of computers, including MS Word, Outlook and Excel, duplicating, fax and postage machines.
Have knowledge of the Johns Hopkins tuition remission policies and procedures.
Insert name badges in plastic holders and place on name boards or pack for o-site courses. Assist with registration set-up, when necessary.
Maintain inventory of supplies for office and conferences. Store supplies as received.
Order office supplies and do periodical comparison analysis with outside vendors for cost.
Maintain the log for packages received and inform appropriate recipient(s)
Maintain brochure rack in Turner Concourse, replenishing with updated CME activity information.
Maintain office staff listings, to include office and home contact information.
Receive visitors in office, assist with inquiries and/or directing to appropriate staff office.
Follow-up on missing information on registrations when received, such as incomplete tuition remission forms.
Follow-up on identification of checks received without clear earmark.
Mail checks received in the office to the JHU lockboxes.
Serve as back-up key operator and liaison with service representatives for postage machine, duplicator and other office equipment.
Assist at conference registration on-site and at local hotels, when necessary.
Special Knowledge, Skills, & Abilities
Excellent written and oral communication skills.
Excellent organizational skills.
Excellent time management skills.
Demonstrated ability to collaborate with diverse stakeholders, including faculty and staff.
Demonstrated ability to work with diverse stakeholders in professional manner.
Ability to work independently and as part of a team.
Minimum Qualifications
High School diploma.
Two years of related experience.
Must be able to travel to off-site locations and work some weekend, early morning, and/or evening hours.
Preferred Qualifications
Knowledge of the CloudCME system.
Must be proficient in MS Word. Also, should be familiar with other Microsoft Office products.
Have experience in room and event scheduling software.
Must be extremely detail oriented.
Must have strong organizational skills and the ability to work independently under general supervision.
Must possess the ability to effectively interact with all levels of university employees, as well as, outside contacts.
Classified Title: CME Assistant
Job Posting Title (Working Title): CME Assistant , Administrative
Role/Level/Range: ATO 37.5/02/OD
Starting Salary Range: $16.00 - $28.50 HRLY ($46,800 targeted; Commensurate with experience)
Employee group: Full Time
Schedule: Monday - Friday 8:30 AM - 5:00 PM
Exempt Status: Non-Exempt
Location: Hybrid/School of Medicine Campus
Department name: SOM Admin CME Coordinated Programs
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.