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Job Req ID:  54278

Administrative Coordinator

General Summary/Purpose:

Provides administrative support to the faculty of the JH Disability Research Center to include editing/proofreading, correspondence, calendar management, meeting and travel coordination and research support. Additionally, this role will serve as primary administrative support for Ophthalmology’s Medical Student Educational Program.


Specific Duties & Responsibilities

Administrative Support for the JH Disability Research Center:

Assist PI with administrative needs including but not limited to:

  • Arrange and coordinate JHU and non-JHU meetings. Maintain schedules for PIs.
  • Proofread technical, scientific and financial documents, as well as, all correspondence for mathematical errors, typographical accuracy and correct grammar.
  • Coordinate and organize meetings and events.
  • Arrange complex and detailed travel plans both domestic and international, to include meeting registration, hotel, and transportation needs, and ensure faculty have appropriate travel itinerary and/or documentation. Identify most suitable travel services. Perform with travel agency to verify details and arrange reservations.
  • Compile visit itinerary. Execute travel planning and coordination for outside guests
  • Research and review travel arrangements (hotel, flight and car service).
  • Assist with activities related submitting documentation for reimbursement.
  • Order supplies as needed.
  • Complete online forms.


Work collaboratively with study team members to assure that study deliverables and report schedules are met as required by the granting agencies; track completion of assigned tasks.

  • Conduct literature review, organize bibliographic information, and summarize findings.
  • Assist in preparation of study protocols and materials and other essential study functions
  • Assist in writing and submitting manuscripts as needed.
  • Assist with the writing and development progress reports, study tools and documents, meeting minutes, and help lead meetings and conference calls with study team and various stakeholders.


Administrative Support for Medical Student Educational program

  • Works closely with the Director of Medical Student Education to provide both Hopkins Medical Students and visiting medical students the best possible Ophthalmology experience.
  • Serves as the initial point of contact for students who are interested in an Ophthalmology elective, an Ophthalmology Surgical Clerkship, or a Visiting Observership.
  • Advises students on the application process and coordinates selection process
  • Preparation for new students to include orientation materials, requesting id badges and ordering scrubs.
  • Builds the student elective schedules to include East Baltimore and Satellite assignments, Grand Rounds and Professor’s Rounds.
  • Coordinates and schedules student tutorials, including confirming availability of lecturers, booking the room, and ordering supplies.
  • Provides orientation for new students. Gives welcome packet, program overview and provides a tour of campus.  Ensures students have necessary materials and facility access.
  • Adjusts student schedules as needed throughout the course of the program.
  • Coordinate the end-of-course administrative responsibilities. Sends exit email, ensures collection of program materials, and gathers, organizes and forwards student evaluation forms.
  • Maintains part-time faculty teaching records.
  • Recruits faculty to serve as preceptors for the medical students.
  • Orders and maintains inventory of necessary supplies for the program including, eye drops, instruments, tissues, near cards, alcohol wipes, Dome Passes, etc..
  • Submits requests to reserve the Simulation Center and Armstrong rooms.
  • Coordinates student and faculty awards.
  • Provides guidance and support to other faculty regarding departmental observerships.
  • Maintains and updates information in SOM Elective Book.
  • Work on special projects and other assignments as needed.


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 * 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

Three years of related administrative experience required

Research experience preferred.

Strong organizational and interpersonal skills.



Special Knowledge, Skills, and Abilities

Strong computer skills, especially with Microsoft Office applications (Word, Powerpoint, Excel, Outlook).



Classified Title: Administrative Coordinator 
Working TitleAdministrative 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, 8:30a-5:00p/ 40 hrs per week 
Exempt Status: Non-Exempt  
Location: 04-MD:School of Medicine Campus 
Department name: 10002959-SOM Oph General Administration 
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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