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Job Req ID:  9669

CO Sr Administrative Coordinator

General summary/purpose:

The Sr. Administrative Coordinator will be responsible for providing administrative support to the office of the Internal Medicine Residency Program.  The Sr. Administrative Coordinator will work closely with and report to the Director of the Bayview Internal Medicine Residency Program to carry out the administrative tasks necessary for smooth operation of the organization.


Specific duties & responsibilities:

General Administration:

  • Serve as Medicine Core Clerkship coordinator at Bayview for medical students who rotate at Bayview for the Medicine Core Clerkship and Advanced Medicine Clerkship. Tasks include: assignment to ward team, daily lecture calendar, parking, security access and end of rotation evaluations (Advanced Clerkship students only)
  • Create team sheets of faculty, house staff and medical students at the beginning of each rotation
  • Utilize online residency management software (RMS, currently New Innovations) to input information and generate reports as needed
  • Maintain online house staff curriculum documents (upload documents and ensure they are up to date)
  • Remind house staff to submit elective paperwork. Ensure that paperwork is uploaded into shared network repository
  • Help house staff coordinate and scheduled required subspecialty rotations (“Selectives”)
  • Maintain database of house staff scholarly work and track conference attendance using RMS
  • Put together packets for house staff during rotations for the Bayview Ambulatory Subspecialty Interdisciplinary Curriculum, Community Based Practice and specialty clinics
  • Provide general administration assistance to the co-directors of Medicine for the Greater Good
  • Help serve as proctor for the annual ACP In-Training Examination
  • Create training certificates for all graduating house staff and ensure copies are placed in their file and copies sent to the Medical Staff office for their file.
  • Provide general administration assistance for the co-directors of the Foundations for Clinical Excellence Curriculum



  • Help to schedule meetings for Program Director (PD), Associate Program Directors (APD) and Assistant Chiefs of Service (ACS) with hospital leadership
  • Manage calendars for the PD, Deputy Director of Education and ACSs
  • Assist ACSs to coordinate conference schedules and send out reminder emails to house staff, faculty and presenters through the RMS
  • Set up reminder messages using messaging app (currently CORUS) about resident conferences for residents and faculty
  • Follow up on emails to schedule and confirm conference speakers, collect presentations and prepare lecture handouts for distribution
  • Maintain schedule and organization of the Medical Education Center in the FSK Pavilion
  • Schedule quarterly feedback meetings with each resident and program leadership


Alumni / Outreach / Community:

  • Maintain an up-to-date alumni database and perform searches for former house staff. 
  • In conjunction with the Office of Development, prepare and send email updates to alumni and encourage alumni donations
  • Help to maintain content and manage updates for Bayview Residency Program’s website and Facebook page


Event Coordination:

  • Assist the Medical Training Program Administrator with tasks related to internship selection, including logistics, presentations, interviews, etc.
  • Coordinate Medicine for the Greater Good community events and Annual MGG Symposium
  • Coordinate the Annual Department of Medicine Education Retreat
  • Assist with the coordination of annual residency events (i.e. Senior Dinner, Evening of Arts & Medicine, Annual Memorial Service for Bayview House Staff, Holiday Party)
  • Coordinate Bayview Homecoming for Residency Alumni in conjunction with the School of Medicine’s Biennial Reunion
  • Plan meetings and track activities of the Medical Education Committee
  • Coordinate and provide administration support for the Junior Assistant Resident (JAR) Retreat
  • Send out nomination forms and collect results for the Department of Medicine End of Year awards. Create award certificates and work with Program Director for day of ceremony coordination.
  • Maintain and update award plaques


Other related duties as needed:

  • Field calls related to AV equipment
  • Order supplies for the residency program and maintain house staff meal card allocations
  • Process all payments for invoices and reimbursements
  • Scan and maintain  all alumni files
  • Other duties as assigned


Minimum qualifications (mandatory):

High School Diploma or GED required. Five years related experience required. Experience and familiarity with graduate medical education preferred. Additional education may substitute for required experience, to the extent permitted by the JHU equivalency formula.


Special knowledge, skills, and abilities:

  • Proficiency in MS Word, Excel, PowerPoint, medical transcription, electronic calendar, excellent spelling and grammar, excellent interpersonal and organizational skills, ability to handle multiple complicated tasks, prioritization skills
  • Ability to operate PC, laser printer, fax, scanner, copier, and multi-line phone
  • Must be able to operate a personal computer to access email, electronic calendars, and operate basic office support programs including Microsoft Windows programs
  • Excellent communication skills and interpersonal skills
  • Experience using SAP strongly preferred
  • Ability to work independently and multitask


Classified title: Sr. Administrative Coordinator

Role/Level/Range: ATO/3/OF

Starting Salary Range: $40,019 - $55,058

Employee group: Full-Time

Employee subgroup: Non-Exempt

Schedule:  Working 40 hours per week; Monday-Friday 8:30-5pm

Location: Johns Hopkins Bayview Housestaff Education


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 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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