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Job Req ID:  3280

Administrative Coordinator

Classified Title:  Administrative Coordinator

Role/Level/Range: ATO /2/ OE

Hourly Rate: $16.91 - $23.24

Employee Group: Full Time

Employee Subgroup: Non-Exempt 

Schedule: M-F; 8:30am-5:00pm

Personnel Area: School of Medicine



General Description:  Provide administrative and secretarial support to the Office of Medical Student Affairs, Student Diversity, and Housing & Residential Life.  The position is highly visible and will be the first point of contact to all constituents including faculty, staff, students, as well as Johns Hopkins affiliates and outside vendors.  Serve as a liaison to vendors and departments within the School of Medicine.  Work in a fast-paced environment and must be able to function independently. Reports directly to the Director for Student Services & Housing.


Specific Description:


  • Act as initial point of contact for visitors and medical students to the Office of Medical Student Affairs; answer telephone and greet visitors.
  • Coordinate applications and adhere to deadlines for fourth year medical students applying for residency through ERAS (Electronic Residency Application Service) and the NRMP (National Residency Matching Program), as well as compile reports related to residency process.
  • Assist director to develop and review applications, develop and disseminate information for applicants, collect and enter data, compile reports and maintain records related to the Summer Research student employment program.
  • Transcribe, proofread and edit correspondence from dictation system.
  • Maintain three calendars – one Associate Dean and two Assistant Deans.  Draft correspondence as needed, including correspondence of a sensitive and confidential nature for Associate and Assistant Deans, director, and students.
  • Maintain files for all office equipment and place service calls as needed (i.e. copy machine, fax, phones, and computers).
  • Oversee office supplies including inventory and ordering. Use Procurement Card for purchasing in accordance with university policies and reconcile Procurement Card statements.
  • Coordinate meetings and projects as assigned by the Associate Dean, three Assistant Deans, and director.
  • Reply to requests for information from external sources (i.e. Dean’s letters for former graduates).
  • Prepare student status change letters for Associate Dean’s signature. Track student status and update necessary files and office records.
  • Sort, file and distribute mail.
  • Communicate information to students via e-mail.
  • Maintain paper and electronic files for office and students as well as general office housekeeping.
  • And other duties as assigned.


Minimum Qualifications:


High School Diploma or GED.


Three years related experience.


Additional education can be substituted for experience.


* 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. *


Preferred Qualifications:


Bachelor degree is preferred, as is experience working with post-graduate students.


Experience in providing administrative support for a senior staff.


Strong organizational skills.


Excellent written and oral communication and attention to details.


Strong interpersonal skills and computer savvy.


Final applicant for this position may be required to complete skills assessments appropriate to position description.


Special Knowledge, Skills, and Abilities


Experience using Microsoft Office Suite Applications (Word, Excel, Access, and PowerPoint) and managing multiple phone lines. Require good communication and organizational skills. Knowledge of Johns Hopkins computer systems, such as SAP is preferred. 








School of Medicine - East Baltimore Campus

Job Postings are updated daily and remain online until filled.
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 For TTY users, call via Maryland Relay or dial 711.

The following additional provisions may apply, depending on at 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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