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Job Offer: Administrative Coordinator:Johns Hopkins University

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Johns Hopkins University


Administrative Coordinator

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Classified Title: Administrative Coordinator 
Working Title:  ​​​​​Administrative Coordinator 
function/Level/Range: ATO 40/E/02/OE 
Starting income Range: $17.25 - $23.71 (commensurate with practice)
Employee group: Full Time 
Schedule: M-F, 8:30-5 
Exempt Status: Non-Exempt ​​​​​​R 03; 
Job location: 04-MD:School of Medicine Campus 
Department name: 10002799-SOM DOM General Admin Chairmans Offf 
Personnel area: School of Medicine
General summary/purpose:
This position’s primary responsibility will be to coordinate the administrative activities for the Director of the Osler Medical Housestaff Program and select Vice Chairs in the Department of Medicine as well as backup support for the administrative team in the Chairman’s Office of the Department of Medicine. This includes arranging meetings with Hospital and University executives, preparing correspondence and financial data as required, and work on special projects as assigned.
Specific tasks/Job responsibilities:
   » Special projects as directed for the Department of Medicine, which include course and seminar scheduling and preparation and assistance with Housestaff matters, finance, credentialing, etc.
   » Manage the weekly Department of Medicine Medical Grand Rounds, including maintaining speaker calendar, CME requirements and weekly announcements and communication.
   » Assist with coordinating the planning of departmental events as required.
   » Scheduling and coordinating the daily, weekly, monthly, and annual appointment calendar for Director of the Osler Medical Housestaff Program to include mentoring sessions with residents for career guidance, monthly meetings with Residency Program leadership abilities, ACGME required mid-year feedback sessions with residents and senior residents exit interviews, and monthly meetings with the Educational Council. Ensure the Program Director is prepared for meetings and presentations by compiling and preparing materials and confirming details in advance.
   » Travel arrangements as needed for Director of the Osler Medical Housestaff Program and assigned Vice Chairs.
   » Coordinate the itineraries and agendas for speakers and guests visiting the Department of Medicine.
   » Assist the Osler Residents with preparing the required documentation for international rotations, i.e. Singapore and Honduras.
   » Exercise independent judgment to rank and prioritize meeting requests and timelines.
   » Responsible for notarizing program verifications for current and prior Osler Residents.
   » Transcribe, edit, finalize, and mail correspondence for Program Director and Vice Chairs; create spreadsheets; prepare graphs, charts, and other documentation as needed for Department of Medicine presentations.
   » Triage phone calls and mail and independently resolve matters that do not require the executives’ direct attention.
   » Prepare correspondence for the Department of Medicine signature located on expertise of issues.
   » Prioritize phone messages, fielding and directing calls coming into the office.
   » Serves as backup support for the Department of Medicine Chairman’s Office administrative team.
   » Manage room reservation requests for the Tumulty Conference Room 9019, Cader/Harvey 508 Conference Room and CMSC conference room 306 using the Microsoft Share Point system.
   » Manage database files to track filing and correspondence documentation.
   » Maintain strict confidentiality of all documents, files, and human resources information.
   » General administrative tasks to include, but not limited to scanning, copying, sorting mail, office and kitchen supplies, triaging phone calls, and greeting and assisting visitors.
   » Other tasks as assigned.CONTACTS
   » Internal: DOM administration, Health Sciences Human Resources (Compensation, Employment, Employee Relations, Leave & Records), Dean’s Office, International Office, Business Office, Registrar’s Office, HR/Payroll Shared Services, Information Systems, Medical Staff Office, Controller’s Office, Legal, etc.
   » External: Affiliated hospitals, various vendors and service providers, HR representatives of various institutions.
Minimum Appropriate qualifications:
   » High school diploma or equivalent; some college preferred. Additional education may substitute for some practice, to the extent permitted by the JHU equivalency formula.
   » Minimum of three years of related administrative practice required, preferably in an academic or medical setting.
JHU Equivalency Formula: 30 undergraduate degree credits (semester hours) or 18 graduate degree credits may substitute for one year of practice. Additional related practice may substitute for required education on the same basis. For jobs where equivalency is permitted, up to two years of non-related college course work may be applied towards the total minimum education/practice required for the respective job.
Special expertise, expertise, and abilities:
   » Notary Public appointment/commission required, or will need to be obtained within first six months of employment.
   » Proficiency in MS Word, Excel spreadsheets, Access Databases, PowerPoint, electronic calendar, and transcription.
   » Excellent spelling and grammar.
   » Excellent interpersonal and organizational expertise.
   » capability to handle multiple complicated tasks, prioritization expertise.
   » capability to operate PC, laser printer, fax, copier, shredder and multi-line phone.
The prosperous 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, Contact Us by the HR Business Services Office at TTY users, call via Maryland Relay or dial 711.

The following additional provisions may apply depending on which campus you will work. Your recruiter will advise accordingly.

During the Influenza ("the flu") season, as a condition of employment, The Johns Hopkins Institutions require all employees who provide continuing services to patients or work in patient care or clinical care areas to have an annual influenza vaccination or possess an approved medical or religious exception. Failure to meet this requirement may result in termination of employment.

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.

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If you are an individual with a discapability or a disabled veteran who is unable to use our online tool to search for or apply to jobs, or you need special assistance or an accommodation during any part of the pre-employment process, Contact Us by the Department of Human Resources at 443-997-5200. For TTY users, call via Maryland relay or dial 711. You can also email us at E-Mail:

The Johns Hopkins Health System Corporation participates in the E-Verify program. For additional information on this program, click here (PDF).

Johns Hopkins Health System and its affiliates are an Equal Opportunity / Affirmative Action employers. All qualified candidates will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity and expression, age, national origin, mental or physical discapability, genetic information, veteran status, or any other status protected by federal, state, or local law. Equal opportunity is the law — read more (PDF).

Job Information
   » Job location: Baltimore, Maryland, United States
   » Listing ID: 46074328
   » Published: January 12, 2019
   » Position Title:Administrative Coordinator
   » Employer's nameJohns Hopkins University
   » Listing Function:Additional Opportunities
   » Entry Level:No

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Job Location: Baltimore, Maryland
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Post Date: 01/13/2019 / Viewed 21 times
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