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Job Req ID:  50656

Administrative Coordinator

General Summary/Purpose

Will provide administrative support for the Division of Cardiology.  Will also be responsible for the overall administrative and fiscal management of a major coordinated research groups, consisting of faculty members, fellows, and staff


Specific Duties & Responsibilities

  • Serve as administrative support and representative for the Cardiology Research team in respect to preparing for meetings, conferences and travel, editing and tracking correspondence, filing and retrieving information. Maintain and manage daily calendar, resume and publications
  • Coordinate office services for faculty and their labs in the Cardiology Research.
  • Schedule/coordinate meetings and conference calls; maintain minutes and action plans from these meetings.
  • Maintains electronic calendar for department faculty.
  • Answer/screen phone calls; maintain contact and email lists
  • Coordinate national/international travel arrangements; prepare and submit expense reports and annual summaries.
  • Organize and maintain electronic files of correspondence
  • Provide support to faculty by monitoring expenses, performing basic monthly reconciliation of accounts and processing routine financial transactions. Process key operational activities utilizing SAP for purchasing, invoices and reimbursements.
  • Assists with preparation of grants, contracts, FDA submissions. Locates and compiles information and formats reports, graphs, tables, records and other sources of information.
  • Create, prepare, and disseminate memos, letters and emails; draft correspondence; sort mail; arrange for printing of posters for conferences; mail out letters, packages, etc.
  • Monitor, maintain and order office supplies and small office equipment, coordinate with IT for larger equipment orders.
  • Demonstrate highly developed oral and written communication and interpersonal skills, pleasant demeanor and professional attitude.
  • Demonstrates the ability to represent the Division effectively and professionally.  
  • Demonstrate flexibility and re-establish priorities and work plans to compensate for unanticipated changes in work volume to adequately meet departmental needs as deemed necessary.
  • Consistently informs supervisor in a timely manner when difficult problems, unusual development or activities occur.
  • Demonstrates the ability to relate well and work with all levels of staff.
  • Demonstrates the ability to manage multiple projects simultaneously to meet deadlines.
  • Consistently uses discretion when discussing confidential matters.
  • Consistently participates in the development and implementation of office goals and objectives
  • Consistently recognizes own limitations and seeks help from appropriate resources when needed.
  • Demonstrates ability to function appropriately and efficiently in dealing with unexpected or stressful situations and multiple interruptions.  Utilizes constructive criticism and/or self-evaluation skills to improve own work performance or behavior.
  • Performs other duties as required



Minimum Qualifications (Required)

High School Diploma/GED.

Three (3) years related experience.


Additional education may be substituted for years of related 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. *



Preferred Qualifications

3 years of work experience in a similar service oriented industry required.



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: Monday - Friday, 40 hrs per week 
Exempt Status: Non-Exempt  
Location: 04-MD:School of Medicine Campus 
Department name: 10002805-SOM DOM Cardiology 
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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