Administrative Coordinator

Requisition #: 313397

Range: OE

Level: 2

Salary: $16.58 - $22.80

Status: Full Time

School: School of Medicine

Location: School of Medicine Campus

Location City: Baltimore

Location State: MD

Resume Required for Application: Yes

Area of Interest: Administrative

Contact: 410-955-2990

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General Description

Department: Cardiovascular Monday-Friday 8:30a.m.-5:00p.m. 40 hrs.

Responsible for coordinating schedules among Heart Failure faculty members including the Heart Failure Service Line.

Provide patient scheduling and follow-up; facilitate care of patients and work with a team of nurses, full time schedulers, and other members of the clinic to provide oversight to scheduling services for clinics. Maintain doctor's calendars, CV, and Bio sketch. Coordinate the doctor's clinical charts. Organize patients and procedures for multiple doctors. Operate personal computer to access email, electronic calendars, and other basic office support software. Use various software applications, such as spreadsheets, relational databases, statistical packages, and graphics packages to assemble, manipulate and/or format data and/or reports. Provide administrative support for the Heart Failure Bridge Clinic. This includes billing and management of medical records as well as supporting communication with faculty members and staff working in the Heart Failure Bridge Clinic. Support the Heart Failure fellowship lecture series program by coordinating and scheduling speakers. Works with faculty and staff in the Division of Cardiology to communicate topics and speakers for the lecture series.

Coordinate annual social events/dinner receptions. Perform monthly and annual reconciliations of all budgets and funds in a timely manner. Manage day to day financial responsibilities. Provide financial status reports and respond to requests in a timely and efficient manner. Schedule meetings, appointments, and travel. Process reimbursements for faculty, fellows, visiting professors, and students. Invoice, maintain and allocate Funds of research accounts. Order office equipment and supplies. Pay and track invoices. Reconcile and maintain procurement card statements and expenses. Ensure all new staff, fellows, and faculty have proper access, paperwork, supplies, and orientation. Act as a primary administrative resource to faculty, staff, students, and administrators to determine the general, financial, and administrative services required to plan and execute the mission of the working group, and Division of Cardiology in general. Exercise independent judgment and apply knowledge of administrative and academic operating policies to support successful development and implementation of department projects. Make decisions and establish work priorities on essential operations. Perform other duties as required.


High School Diploma/GED. Three years related experience.

Final applicant for this position may require a skills assessment.

Additional education may substitute for required experience, to the extent permitted by the JHU equivalency formula.

JHU Equivalency Formula: 30 undergraduate degree credits (semester hours) or 18 graduate degree credits may substitute for one year of experience. Additional related experience 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/experience required for the respective job.

NOTE: 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 School of Medicine HR Divisional Office at 410-955-2990. For TTY users, call via Maryland Relay or dial 711.

During the Influenza ("the flu") season, as a condition of employment, The Johns Hopkins Institutions require all employees who provide ongoing 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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