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Administrative Coordinator

Baltimore, United States

We are seeking a Full-time Administrative Coordinator provides high-level administrative support to the Faculty, Fellowship program, leaders, staff, and associated research labs. This role coordinates Fellowship activities, administrative activities, purchasing, manages multiple calendars, and coordinates travel arrangements. The Administrative Coordinator interprets operating policies of the University and exercises independent judgment in the resolution of administrative problems often acting in direct response to Faculty. Coordinates daily activities in a multi-faceted complex medical practice to ensure a smoothly functioning office and good patient relations.

Specific Duties & Responsibilities

Provides high-level administrative assistance to Clinic Manager, and other divisional faculty and staff.
Uses critical thinking skills to manage multiple projects independently, including handling matters of a confidential nature with sensitivity and discretion.
Coordinates daily, weekly, monthly, and yearly calendars.
Plans, coordinates, and arranges internal and external meetings, depositions, court appearances, speaking engagements, and attendance at local, national, and international meetings.
Works closely with other program coordinators in regard to nursing conferences, Day of Learning, and Development.
Communicates with coordinator and conference organizers and prepares itineraries, conference registration, travel and hotel arrangements.
Completes expense reimbursements from university funds for eligible business-related expenses.
Prepares agendas for meetings; distributes meeting minutes.
Manages transcription process.
Composes and distributes correspondence, e-mail and manages, organizes and maintains confidential files.
Plans events for invited speakers, seminars, outreach events, and research symposiums.
Assists with coordination of faculty and staff activities and seminars.
Proofreads communications to ensure accuracy and appropriateness.
Drafts and prepares office communication for physician signature.
Drafts letters of recommendation and letters of support for physician review and distribution.
Supports faculty with the development of journal publications; assists with the preparation of manuscripts.
Communicates with CME office in regarding course organization and content.
Plays an integral part in communication with candidates as well as other coordinators to implement the onboarding and outboarding of matched Fellows.
Assists with ongoing development of the Fellowship program.
Prepares and updates bio-sketches and CV's.
Ensures licensures are current.
Assists in onboarding and training of Fellows and other administrative staff
Assists with the purchase of materials and supplies for the research laboratory.
Assists with conferences and workshops.
Works with the credentialing office to ensure new faculty recruits are on-boarded timely and accurately.

Minimum Qualifications

High school diploma or graduation equivalent.
Two years of related experience.
Additional education may substitute for required experience and additional related experience may substitute for required education beyond a high school diploma/graduation equivalent, to the extent permitted by the JHU equivalency formula.

Classified Title: Administrative Coordinator
Role/Level/Range: ATO 37.5/02/OE
Starting Salary Range: $18.20 - $33.90 HRLY ($22.60-25.48/hour targeted; Commensurate w/exp.)
Employee group: Full Time
Schedule: Mon-Fri 8:30am-5:00pm
FLSA Status: Non-Exempt
Location: School of Medicine Campus
Department name: SOM Oph Retina Service
Personnel area: School of Medicine

Total Rewards
The referenced base salary range represents the low and high end of Johns Hopkins University's salary range for this position. Not all candidates will be eligible for the upper end of the salary range. Exact salary will ultimately depend on multiple factors, which may include the successful candidate's geographic location, skills, work experience, market conditions, education/training and other qualifications. Johns Hopkins offers a total rewards package that supports our employees' health, life, career and retirement. More information can be found here: https://hr.jhu.edu/benefits-worklife/.

Education and Experience Equivalency
Please 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 Completing Studies
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.

Background Checks
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.

Diversity and Inclusion
The Johns Hopkins University values diversity, equity and inclusion and advances these through our key strategic framework, the JHU Roadmap on Diversity and Inclusion.

Equal Opportunity Employer
All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.

EEO is the Law
https://www.eeoc.gov/sites/default/files/2023-06/22-088_EEOC_KnowYourRights6.12ScreenRdr.pdf

Accommodation Information
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 Talent Acquisition Office at jhurecruitment@jhu.edu. For TTY users, call via Maryland Relay or dial 711. For more information about workplace accommodations or accessibility at Johns Hopkins University, please visit https://accessibility.jhu.edu/.

Vaccine Requirements
Johns Hopkins University requires all faculty, staff, and students to receive the seasonal flu vaccine. Exceptions to the 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.

The following additional provisions may apply, depending upon 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.

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