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Job Req ID:  57769

Administrative Coordinator

General Job Description:

Coordinates clinical and administrative activities for the Blalock-Taussig-Thomas Pediatric and Congenital Heart Center, in the Department of Pediatrics.  Is responsible for coordination of multi-faceted clinical and administrative office; a fast pace and busy office environment, interprets operating policies, exercises independent judgment in resolution of administrative and clinical problems.  Participates in budget development and produces reports and offer assistance to the Administrative Fellowship Coordinator with the Fellowship program in Pediatric Cardiology.

  • Fellowship Program Coordinator for pediatric cardiology fellowship program which consist of keeping a spreadsheet of applicants, sending out information to applicants who are applying for fellowship, making folders and keeping a record of documents received, answering emails and phone calls from applicants.  Scheduling interviews for applicants to meet with pediatric cardiologists.  Making sure pediatric cardiologists receive appropriate paperwork for interview.  Retrieving evaluations from interviews from the pediatric cardiologists.    Going to meetings in relationship to the fellowship program.   Being available to the pediatric cardiology fellows.   Currently we have 7 fellows – inputting schedules into Innovations – working with program AAMC
  • Resident Program – making sure visiting Resident and also interns have access to Epic scheduling lectures monthly for staff with visiting  Residents

Duties and Responsibilities:

  • Supporting six faculty, 6-8 postdoctoral fellows, and assisting the Admin Fellowship Coordinator with the fellowship program in Pediatric Cardiology.
  • Responsible for research faculty, fellows and staff letters, faxing, reimbursements, shopping cart ordering.
  • Assist with research projects packing, labeling, mailing/fedex, receiving and cleaning instruments when received.
  • Responsible for reimbursement for hospital employees, echo supply ordering.
  • Responsible for assisting and support Heart Center Functionality.
  • Responsible for scheduling and calendars that can be complicated and highly involved for meetings and activities within the department and across the institution.
  • Assist Administrative Supervisor with special projects for the Division Chief and the department. Assist with planning meetings, special events/functions by coordinating scheduling, preparation, set up and logistics as needed.
  • Produce reports, presentations, and documents that maybe handwritten and/or drafted form using appropriate software applications.
  • Answer multi-line phone system, screen callers, take detailed messages, and relay messages as needed.  Greet and assist visitors.  
  • Assist with general office support: copying, faxing documents, filing confidential information. Order office supplies using centralized process for Pediatrics Administration.
  • Responsible for creating a work environment that maintains confidentiality.
  • Exercise administrative judgment and assume responsibility for decisions, and results that may have an impact on cost, and quality of service within the functional area of administrative activities for the department.
  • Perform other clerical duties or office support duties as needed.
  • Requires excellent typing skills and demonstrated proficiency in use of various software applications, (including but not limited to Excel, Word, PowerPoint, and Outlook), databases, and other information systems.
  • Position requires good organizational skills with memory for details and ability to perform a varied assortment of tasks.
  • Ability to act proactively and independently, exercising good judgment, and think creatively. Professional demeanor to adequately represent the Chairman’s office is required.



High School Diploma or GED required. Three years related experience required. Additional education may substitute for required experience, to the extent permitted by the JHU equivalency formula.



  • Excellent interpersonal and organizational skills required. 
  • Experience in the use of software applications, databases, spreadsheets, and/or word processing required.
  • Experience with SAP is preferred, but not required. 
  • Experience in a research or University setting preferred.


Classified Title: Administrative Coordinator 
Working Title: Administrative Coordinator 
Role/Level/Range: ATO 40/E/02/OE 
Starting Salary Range:  $17.42 –$23.95
Employee group: Full Time 
Schedule: M-F; 8 - 5 
Exempt Status: Non-Exempt  
Location: 04-MD:School of Medicine Campus 
Department name: 10003075-SOM Ped Cardiology 
Personnel area: Johns Hopkins University


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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