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Job Req ID:  23136

Administrative Coordinator

General Summary/Purpose:

The Administrative Coordinator will provide clerical, administrative and financial support for the School of Medicine, Office of Research Administration.   This position will report directly to the Sr. Administrative Manager. 

Specific Duties/Responsibilities:

  • Manage the daily schedule for the Assistant Dean/Executive Director, Sr. Administrative Manager and several Directors.
  • Schedule complex meetings including multiple individuals in senior management.
  • First point of contact for four departments on the 14th floor.  
  • Manage day-to-day office maintenance; work orders, mail delivery and messengers, directing visitors, fire warden, building security etc.
  • Answer main phone line.  
  • Triage phone calls.  
  • Apply accounting principles for the management of purchase orders, expense reimbursements, and accounts payable transactions/invoices through SAP.
  • Develop and revise current systems to maintain administrative and other relevant files and record keeping systems, including creating, maintaining, and extracting reports.
  • Provide Administrative and secretarial support to Vice Dean, Executive Director, ORA Directors, Sr. Administrative Manager.
  • Contact Faculty and Departments to verify applicant salaries, commitment and citizenship for the NIH Loan Repayment program.  
  • Upload the information in to NIH eCommons site to certify applicants.
  • Manage conference room scheduling for 4 departments on our floor.
  • Assist Sr. Administrative Manager to start and stop payroll deductions for parking.
  • Maintain accurate records and resolve issues for Sr. Associate Dean.
  • Manage and monitor office supply closet inventory for ORA department by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies.
  • Manage and monitor both kitchen’s inventory for four departments on the 14th floor and order and stock as needed.  
  • Ensure operation of copier room equipment by completing preventative maintenance requirements; calling for repairs; maintaining equipment inventories; evaluating new equipment and techniques.
  • Serve as liaison with outside vendors

Minimum Qualifications:

  • High school diploma/GED required; some college preferred. 
  • Three (3) years of related administrative experience required.  
  • Additional education may substitute for some 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.

Special Knowledge, Skills, and Abilities:

  • Proficiency in MS Word, Excel spreadsheets, PowerPoint, electronic calendar.
  • Excellent spelling and grammar.
  • Excellent interpersonal and organizational skills.
  • Ability to operate PC, laser printer, fax, copier, and multi-line phone.


Classified Title:  Administrative Coordinator
Working Title:   ​​​​​Administrative Coordinator
Role/Level/Range: ATO 40/E/02/OE 
Starting Salary Range: $17.42 - $23.95 (commensurate with experience)
Employee group: Full Time 
Schedule: M-F 8 am - 4:30 pm 
Exempt Status: Non-Exempt  
Location: 46-MD:JH at Harbor East 
Department name: 10003802-SOM Admin Res Clinical Research Contract 
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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