Administrative Coordinator

We are seeking an Administrative Coordinator to provide administrative support for the Program Director of the Osler Medical Housestaff Program as well as support for the Vice Chair for Education for the Department of Medicine (DOM) in overseeing the preparation and implementation of the DOM Medical Grand Rounds. This position also serves as backup support for the administrative team in the DOM, Chairman’s Office.Specific Duties & ResponsibilitiesProvide administrative support to Director of the Osler Medical House staff Program

Scheduling and coordinating the daily, weekly, monthly, and annual appointment calendar for Director of the Osler Medical Housestaff Program (mentoring sessions with residents for career guidance, monthly meetings with Residency Program leadership, ACGME required mid-year feedback sessions with residents and senior residents exit interviews, and monthly meetings with the Educational Council).

Exercise independent judgment to rank and prioritize meeting requests and timelines.

Ensure the Program Director is prepared for meetings and presentations by compiling and preparing materials and confirming details in advance.

Triage phone calls and mail for Director of the Osler Medical Housestaff Program and resolve matters not needing their direct attention.

Travel arrangements and reimbursements as needed for Director of the Osler Medical Housestaff Program.

Manage database files to track filing and correspondence documentation.

Prioritize phone messages, fielding and directing calls coming into the office.

Transcribe, edit, finalize, and mail correspondence for Program Director.

Maintains fellowship letters of recommendation files for final approval in ERAS for resident fellowship applications.

Organize and facilitate Program Director responses for Patient Relations Cases

Work with the Vice Chair of Education to oversee weekly occurrence of the DOM Medical Grand Rounds

Coordinate and correspond with faculty speakers.

Manage the Continuing Medical Education (CME) documentation to ensure faculty compliance with all CME requirements.

Schedule quarterly committee planning meetings for compliance and oversight.

Providing on-site support for weekly Medical Grand Rounds

Help coordinate special programming to support education in the DoM

Manage submission process for faculty educator award nominations

Serves as backup support for the Department of Medicine Chairman’s Office administrative team.

This includes arranging meetings with Hospital and University faculty, staff and students, preparing correspondence, and work on special projects as assigned.

Manage room reservation requests for the Tumulty Conference Room 9019.

Maintain strict confidentiality of all documents, files, and human resources information.

General administrative duties to include, but not limited to scanning, copying, sorting mail, office and kitchen supplies, triaging phone calls, and greeting and assisting visitors.

Manage special projects for the Residency Program as assigned by the House staff Program team, including the Medical Training Program Manager.

Organize and facilitate program related events such as the annual retreat for Junior Residents (JARs) including securing space and catering as needed, coordinating with faculty, and communicating details to all involved.

Manage special projects for the Residency Program as assigned by the House staff Program team, including the Medical Training Program Manager.

Serve as backup for the House staff administrative team as needed.

Other duties as assigned.

Special Knowledge, Skills & Abilities

Proficiency in MS Word, Excel spreadsheets, Access Databases, PowerPoint, electronic calendar, transcription, excellent spelling and grammar, excellent interpersonal and organizational skills, ability to handle multiple complicated tasks, prioritization skills.

Ability to operate PC, laser printer, fax, copier, shredder and multi-line phone.

Minimum Qualifications

High school diploma or equivalent. Bachelor’s Degree preferred.

Minimum of three years of related administrative experience required, preferably in an academic or medical setting.

This is a highly visible position in the Office of Education. This position requires an organized, mature, professional individual with good judgment, positive attitude, and the ability to remain calm in stressful situations.

Classified Title: Administrative CoordinatorRole/Level/Range: ATO 40/E/02/OEStarting Salary Range: Min $18.00 - Max $33.50 HRLY ($53,560 targeted; Commensurate with experience)Employee group: Full TimeSchedule: M-T; 8:30-5:00; F 7:00-3:30Exempt Status: Non-ExemptLocation: Hybrid/School of Medicine CampusDepartment name: ​​​​​​​SOM DOM Education and HousestaffPersonnel area: School of MedicinePlease refer to the job description above to see which forms of equivalency are permitted for this position. If permitted, equivalencies will follow these guidelines:JHU Equivalency Formula: 30 undergraduate degree credits (semester hours) or 18 graduate degree credits may substitute for one year of experience. Additional related experience may substitute for required education on the same basis. 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.Applicants who do not meet the posted requirements but are completing their final academic semester/quarter will be considered eligible for employment and may be asked to provide additional information confirming their academic completion date.The successful candidate(s) for this position will be subject to a pre-employment background check. Johns Hopkins is committed to hiring individuals with a justice-involved background, consistent with applicable policies and current practice. A prior criminal history does not automatically preclude candidates from employment at Johns Hopkins University. In accordance with applicable law, the university will review, on an individual basis, the date of a candidate’s conviction, the nature of the conviction and how the conviction relates to an essential job-related qualification or function.The Johns Hopkins University values diversity, equity and inclusion and advances these through our key strategic framework, the JHU Roadmap on Diversity and Inclusion (https://diversity.jhu.edu/roadmap-on-diversity-and-inclusion/) .Johns Hopkins has mandated COVID-19 and influenza vaccines, as applicable. The COVID-19 vaccine does not apply to positions located in the State of Florida. Exceptions to the COVID and flu vaccine requirements may be provided to individuals for religious beliefs or medical reasons. Requests for an exception must be submitted to the JHU vaccination registry. For additional information, applicants for SOM positions should visit https://www.hopkinsmedicine.org/coronavirus/covid-19-vaccine/ and all other JHU applicants should visit https://covidinfo.jhu.edu/health-safety/covid-vaccination-information/ .The following additional provisions may apply, depending on campus. Your recruiter will advise accordingly.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.Note: Job Postings are updated daily and remain online until filled.Equal Opportunity Employer:Johns Hopkins University is an equal opportunity employer and does not discriminate on the basis of race, color, gender, religion, age, sexual orientation, national or ethnic origin, disability, marital status, veteran status, or any other occupationally irrelevant criteria. The university promotes affirmative action for minorities, women, disabled persons, and veterans.