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Job Req ID:  56976

Admin/ Medical Training Coordinator

General Summary/Purpose

Provides administrative support to Nuclear Medicine Division faculty and fulfill administrative duties to support the overall administrative functions of the division.


The Administrative Coordinator will also work with Program Director of Nuclear Medicine Residency and PET/CT Fellowship to support other administrative efforts and special projects as needed, oversees all aspects of day-to-day administration of the residency and fellowship training program.



Specific Duties & Responsibilities

Performs duties as assigned by the Sr. Administrative Manager, and Program Director of Nuclear Medicine Residency and PET/CT Fellowship with minimal supervision.



Provides direct administrative support to three clinical faculty (and peripheral support to other divisional research faculty) as needs change over time, including but not limited to:

  • Aiding in project coordination and prioritization to help faculty members meet deadlines
  • Arrange meetings and take minutes
  • Manage calendars
  • Make travel arrangements (meeting registration, transportation, accommodation) as requested.
  • Prepare correspondence
  • Coordinate conference calls
  • Process reimbursements per department operating procedures
  • Order supplies, equipment


Nuclear Medicine Residency and PET/CT Fellowship Program:

Provides support and meets regularly with the Program Director concerning office management issues and activities and the status of projects. Identifies and evaluates the methods for improving workflow and cost effectiveness and makes recommendations to the Program Director for improvement.

  • Assist Program Director with orientation of new incoming residents and fellows, create and provide comprehensive orientation for new incoming residents and fellows as dictated by the American Accreditation Council for Graduate Medical Education (ACGME).
  • Prepare and maintain updated required information and statistics for accreditation purposes of periodic review by regulatory agencies, including Accreditation Council for Graduate Medical Education (ACGME).
  • Interprets and applies ACGME, other national accrediting agencies, and hospital policies to support compliance.
  • Provides both administrative supervision and support to residents/fellows. Acts as a liaison between residents and hospital administration when necessary. Establishes relationships and acts as a liaison to other Hospitals, internal departments, and divisions regarding resident recruitment and orientation.
  • Maintains databases with resident and faculty data, including New Innovations.
  • Maintain residency and fellowship files with all necessary activities including meetings with Program Director, monthly reviews and evaluations, meeting/seminar attendance, duty hours, grant submissions, procedure summaries, etc.  Maintain all past residents and fellows’ files for a period of 7 years. Correspond with outside institutions on requested information for present and past residents and fellows. Complete verification of training forms for Program Director confirmation and signature.
  • Maintain New Innovations evaluation and duty hour management system. Assists in monitoring residents’ duty hours via regular review of data reports through New Innovations. Complete monthly ACGME tracking reports through New Innovations.
  • Coordinate the organizational review meetings regarding the residency and fellowship program to facilitate mentorship and meet requirements of ACGME.
  • Prepare, distribute and maintain evaluation records of trainees.
  • Review returned evaluations and make recommendations for ways to improved program from feedback.
  • Assists in the preparation for ACGME Site Visits and internal/special reviews.
  • Assist in the development and tracking of compliance guidelines for the program.
  • Receives inquiries from residents and applicants and triage as necessary to others within the department or in other hospital.
  • Performs other duties as assigned by the Program Director.



Grant Support and Administrative Coordinator Responsibilities:

  • Assist Principal Investigator and Sr. Administrative Manager with T32 grant, prepare Statement of Appointment forms for each year’s participants as well as Payback Agreement forms for new trainees for T32; Prepare Termination Notices through NIH eRA Common site for fellows no longer supported by the T32 training grant.
  • Prepare and compile information such as: previously supported fellows, faculty mentoring histories for T32 renewal application.
  • Serve as a resource in all administrative/secretarial aspects.
  • Determine priorities, and maintain a high degree of professionalism and confidentiality.
  • Take initiative and exercise judgment to resolve issues while providing assistance to the faculty.
  • Organize monthly clinical operations meeting.
  • Submits information technology (IT) and telecom service requests (TSR) requests.
  • Maintaining calendars and schedule meetings/activities as necessary.
  • Assists in planning and coordinating special events/social functions.
  • Provides administrative support to PET service center.
  • Assists in planning and coordinating special events/social functions.
  • Performs other duties as assigned.


Minimum Qualifications (Required)

High School Diploma/GED.

Three (3) years related experience.


Additional education may substitute for required experience, to the extent permitted by the  JHU Equivalency Formula: 30 undergraduate degree credits (semester hours) or 18 graduate degree credits may substitute for one year of experience.  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. *



Special Knowledge, Skills, and Abilities

  • Must be detail-oriented to work in a dynamic, fast paced environment.
  • Must be able to multi-task, meet deadlines and provide support to a wide variety of people and positions
  • Must have excellent oral and written skills.
  • Ability to organize information.
  • Ability to handle sensitive information with absolute confidentiality.
  • Ability to make decisions independently or to escalate issues as needed.
  • Ability to interpret operating policies.
  • Working knowledge of software applications including Microsoft Word, Excel, and PowerPoint.


Classified Title: Administrative Coordinator 
Working TitleAdmin/ Medical Training Coordinator 
Role/Level/Range: ATO 40/E/02/OE 
Starting Hourly Pay Rate Range: $17.42 - $23.95 /Commensurate with Experience
Employee group: Full Time 
Schedule: Monday - Friday, 8:30AM - 5:00PM / 40 hrs per week 
Exempt Status: Non-Exempt  
Location: 04-MD:School of Medicine Campus 
Department name: 10003169-SOM Rad Nuclear Medicine 
Personnel area: School of Medicine


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 HR Business Services Office at jhurecruitment@jhu.edu. For 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 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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