Administrative Coordinator

Requisition #: 315649

Range: OE

Level: 2

Salary: $35,173-$48,360

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: Anesthesiology and Critical Care Medicine

Hours: Monday-Friday, 40 hrs/wk.

Duties and Responsibilities:

•Complete reimbursements for all faculty members, staff, and Fellows in the Division of Neurosciences Critical Care and Neuroanesthesiology.

•Manage finances by reviewing activity and updating balance.

•Create and pay vendors for different grants and study participants.

•Order office supplies for the administrative office as well as the Research Lab.

•Assist with contacting potential speakers for seminars/symposiums.

•Communicate with speakers and their assistants to arrange speaking engagement.

•Organize travel, lodging, itineraries, and transportation.

•Manage correspondence with speakers for accreditation purposes.

•Ensure room reservation, collect agenda items, type minutes, and distribute items to the group.

•Submit online payments for venue, caterers, Audio Visual team, and flyer/brochure supplier.

Create sign-in sheets for guests and speakers.

•Create and distribute badges for each speaker.

•Track attendance for seminars/meetings using MS Excel.

•Collect required paperwork, sign-in sheets, and surveys.

•Coordinate and assist in preparation of the highly confidential professorial promotion process.

•Collect the required signatures for promotion.

•Assist in new hire on-boarding.

•Compose correspondence, memorandums, and review all outgoing correspondence.

•Work closely with other Department and Division administrators to schedule meetings and other departmental needs.

•Calendar management for several Physicians and conference rooms.

•Develop procedures to ensure smooth operation of the office and discharge of their responsibilities.

•Maintain files of reprints of published papers, book chapters, and CPR papers.

•Screen telephone messages; prioritize responses, and follow-up on calls as needed.

•Coordinate office moves.


High School Diploma/GED and three (3) years related experience. 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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