Administrative Coordinator
We are seeking a Full-time Administrative Coordinator who will provide high-level administrative support to the Faculty, Fellowship program, leaders, staff, and associated research labs. This role coordinates Fellowship activities, administrative activities, purchasing, manages multiple calendars, and coordinates travel arrangements. The Administrative Coordinator interprets operating policies of the University and exercises independent judgment in the resolution of administrative problems often acting in direct response to Faculty. Coordinates daily activities in a multi-faceted complex medical practice to ensure a smoothly functioning office and good patient relations.
Specific Duties & Responsibilities
- Provides high-level administrative assistance to Clinic Manager, and other divisional faculty and staff.
- Uses critical thinking skills to manage multiple projects independently, including handling matters of a confidential nature with sensitivity and discretion.
- Coordinates daily, weekly, monthly, and yearly calendars.
- Plans, coordinates, and arranges internal and external meetings, depositions, court appearances, speaking engagements, and attendance at local, national, and international meetings.
- Works closely with other program coordinators in regards to nursing conferences, Day of Learning, and Development.
- Communicates with coordinator and conference organizers and prepares itineraries, conference registration, travel and hotel arrangements.
- Completes expense reimbursements from university funds for eligible business-related expenses.
- Prepares agendas for meetings; distributes meeting minutes.
- Manages transcription process.
- Composes and distributes correspondence, e-mail and manages, organizes and maintains confidential files.
- Plans events for invited speakers, seminars, outreach events, and research symposiums.
- Assists with coordination of faculty and staff activities and seminars.
- Proofreads communications to ensure accuracy and appropriateness.
- Drafts and prepares office communication for physician signature.
- Drafts letters of recommendation and letters of support for physician review and distribution.
- Supports faculty with the development of journal publications; assists with the preparation of manuscripts.
- Communicates with CME office in regarding course organization and content.
- Plays an integral part in communication with candidates as well as other coordinators to implement the onboarding and outboarding of matched Fellows.
- Assists with ongoing development of the Fellowship program.
- Prepares and updates bio-sketches and CV’s.
- Ensures licensures are current.
- Assists in onboarding and training of Fellows and other administrative staff
- Assists with the purchase of materials and supplies for the research laboratory.
- Assists with conferences and workshops.
- Works with the credentialing office to ensure new faculty recruits are on-boarded timely and accurately.
- Assembles spreadsheets and databases for use by Clinic Manager and faculty.
Minimum Qualifications
- High School Diploma or graduation equivalent.
- Three years related experience.
- Additional education may substitute for required experience, to the extent permitted by the JHU equivalency formula.
Preferred Qualifications
- Bachelor’s Degree.
- At least one-year relevant experience at Johns Hopkins University School of Medicine.
- Experience of coordination with different entities, both within and outside JHU.
Classified Title: Administrative Coordinator
Role/Level/Range: ATO 37.5/02/OE
Starting Salary Range: $18.00 - $33.50 HRLY ($61,620 targeted; Commensurate with experience)
Employee group: Full Time
Schedule: Monday-Friday, 8:30 am - 5:00 pm
Exempt Status: Non-Exempt
Location: School of Medicine Campus
Department name: SOM Oph Retina Service
Personnel area: School of Medicine