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Job Req ID:  52798

Sr. Administrative Coordinator

General Summary/Purpose

Provides administrative and clinical support to the Surgical Director of the Johns Hopkins Medicine Heart and Vascular Institute and fulfills administrative duties to support the overall office. This position will be the first point of contact to the Director. The Sr. Administrative Coordinator will serve as a liaison with other University and Departments, medical center departments, and external organizations. Sr. Administrative Coordinator will work in a fast paced and demanding environment and must be able to function independently.



Specific Duties & Responsibilities:


Administrative Duties:

  • Prepare the director for important meetings, presentations, and discussions by gathering critical information on issues.  Prepare necessary reports and briefings as necessary.
  • Prepares agendas, itineraries, coordinate meetings (working with A/V, booking rooms, booking travel)
  • Provide oversight of the coordination of research and operational efforts related to the Heart and Vascular Institute
  • Ensure that the Director is fully prepared for meetings and appearances by coordinating, collecting and providing materials to participants in a timely fashion.
  • Manage and complete extensive planning to ensure positive outcome on all project work. 
  • Assist with recruitment visits –Handle all travel and logistics, as well as planning a full day of meetings/interviews
  • Anticipate and problem-solve issue and concerns that will impact the director, division and department
  • Assist with divisional invoices
  • Assist in the ordering of office supplies for office, and as requested by affiliate offices within our division
  • Participate in the preparation of the medical records or research documentation, budget, administrative, and regulatory documents for patient records, grant proposals, clinical or research protocols, and/or contractual agreements.
  • Manage the Director’s electronic calendars for multiple meetings and manage frequent requests.
  • Provide support for the Director’s activities with national societies, research projects, and scholarly publications and presentations, serving as a liaison between department and vendors, other departments, and outside organizations. Support includes, managing references, maintenance of a list of continuing medication education (CME) activities and maintenance of a current curriculum vitae (CV).
  • Develop or revise filing system to maintain academic, administrative, donor, VIP and other relevant files. Maintain files and record keeping systems
  • Plan and coordinate meetings/events which involve securing venues as well as coordinating travel, hotel, reimbursement and payment of honoraria for guest lecturers as well as developing itineraries for guests/potential faculty recruits
  • Work on special projects as requested.
  • Helps coordinate and document management, narrative and statistical reports for private and government agencies.
  • Grant preparation, including NIH grant applications or other funding grants.
  • Compile data for preparation of various periodic ad hoc reports
  • Relay messages and greet visitors to the Division
  • Make travel and accommodation arrangements for the Director and visitors
  • Renew licenses and memberships for the Director as needed.
  • Prioritize workloads as needed to meet competing deadlines
  • Perform other duties and special projects as assigned
  • Locates and compiles information and formats reports, graphs, tables, records and other sources of information. Assembles and categorizes facts and figures for written computation and calculations.
  • Assists with special events planning.
  • Operates personal computer (provided) to access email, electronic calendars, and other basic office support software. SAP transactions including order of supplies (Shopping Cart). Uses various software applications, such as spreadsheets, relational databases, statistical packages, and graphics packages to assemble, manipulate and/or format data and/or reports. Utilizes Internet to search for information, contacts for research, and clinical consultation, international contacts for teaching and travel.
  • Machines and/or equipment used on the job include a PC, laptop, phone, fax, copier, scanner, printer, LCD projector, and transcription equipment
  • Needs to know the campus locations, travel to many buildings to deliver documents and important materials each day.


Clinical Duties:

  • Coordinates a multi-faceted clinical/research office.
  • Provides patient care coordination, serving as liaison between patient /patient’s family and the medical team. Examples of activities include: responding to patient questions; prepare prescription/medication refills and route to provider for electronic signature; collect outside medical records on behalf of patient and scan to EMR; answering patient questions and/or referring them to appropriate resources, e.g., RN, NP/PA, ER and/or to a more appropriate health care provider; relaying messages to physician(s); coordinate follow-up appointments
  • Works with others to ensure that patients have appointments for consults and ancillary services as required. Obtaining insurance authorizations for all appointments and ancillary services as required.
  • Uses EPIC to view clinical activity/information, manage messages, enter telephone encounters, print letters, review clinical information and print records, scanning, eRX refill and orders messaging to prescribers.
  • Posting of cases within the Operating Room
  • Provide patients with information on physicians, directions to locations, and educational materials. Answer patient or physician questions. Comply with JHM’s confidentiality and HIPAA standards.
  • Interviews callers to obtain full understanding of the information is being requested. Provide high quality customer service. Responsible for satisfying the customer and maintaining the image of JHM.
  • Obtain pre-certifications as required by patient’s health care insurers or managed care providers.
  • Arranges or assists in making routine travel and accommodation arrangements for patient.
  • Prepare routine correspondence and reports using medical terminology.
  • Is expected to provide the highest level of compassion, empathy, and customer service to patients and their families
  • Answer patient calls and triage where needed. Answers patient medical questions where appropriate and determines if physician/nurse response is required. May perform duties of a sensitive and confidential nature, therefore the position requires an immense degree of discretion and tact.
    The qualified candidate must demonstrate the ability to communicate on a professional level, act appropriately and effectively with all levels of staff, exercise good judgment, and think creatively to manage complex projects and to resolve operational issues.

Minimum Qualifications (Required)

High School Diploma/GED required.

  • Five (5)  years progressively responsible administrative experience.


Preferred Qualifications

Bachelor’s degree strongly preferred.


Additional education may substitute for required 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. *



Special Knowledge, Skills, and Abilities

  • Requires experience using Microsoft office suite applications,
  • managing multi-line phones,
  • Knowledge of SAP system, accounts payable; and some grant & manuscript preparation. Must have strong organizational skills, ability to complete tasks, be detail oriented, and have the ability to work with minimal supervision.



Classified Title: Sr. Administrative Coordinator 
Working TitleSr. Administrative Coordinator 
Role/Level/Range: ATO 40/E/03/OF 
Starting Hourly Pay Rate Range: $19.82 - $27.26 /Commensurate with Experience
Employee group: Full Time 
Schedule: Monday - Friday, 7:30a - 4:00p/ 40 hrs per week 
Exempt Status: Non-Exempt  
Location: 04-MD:School of Medicine Campus 
Department name: 10003185-SOM Sur Cardiac Surgery 
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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