Administrative Coordinator

We are seeking a Administrative Coordinator who will provide administrative support to the Johns Hopkins Department of GYN/OB Residency Training Program and the Women’s Health Clerkship. The primary responsibility is to assist the residency program coordinator/manager and clerkship coordinator to facilitate these educational programs. You will be the main Grand Rounds Coordinator and will report directly to the Residency Program Director.

Specific Duties & Responsibilities

• Assist in coordination of daily operations of the residency program and clerkship.
• Resident, Faculty, Staff reimbursements. (36 residents, Residency Program Director, Medical Trainer Manager, and visiting faculty presenters)
• Process routine invoices for catering, coats, and supply orders.
• Assist with event planning for Resident Interviews, Graduation and Intern Orientation events. Each requires invitations, RSVP's, catering, document management and physical setup/breakdown.
• Assist Residency Program Director with her calendar including meetings with residents and students. Chief Exit Interviews and Semi-Annual Reviews. Meetings can be scheduled in person or Zoom depending on need.
• Assist with annual resident class photo arrangements.
• Track attendance, arrange food, rooms and AV for weekly resident school (didactics) and (use of new innovation).
• Order Lab Coats for incoming interns and replacement coats for current residents, ensure lab coats are cleaned and returned to residents as needed.
• Credential incoming interns and rotating post-docs (if applicable). Multi-pronged project.
• Order supplies for the residents, Residency Program Director and Medical Training Program Manager and department heads.
• Pay invoices for all residency program expenses through SAP: Catering, Adform orders, CREOG Exam Fee, FLS Vouchers (SAGES).
• Order FLS Vouchers: Fill out order form and email to SAGES requesting invoice, submit invoice to SAP to pre-pay and receive FLS vouchers for Residents. Track FLS voucher numbers, exam dates and scores.
• Track residency reimbursements from book funds, award funds (i.e., Kelly Society) and chapter funds.
• Handle incoming mail and packages for department.
• Help residents get replacement badges and process the associated paperwork for access in different locations.
• Schedule and take minutes (when available) for CCC, APE and APD meetings.
• Assist with documentation in New Innovations for trainees, help with onboarding for new incoming interns.
• Assist chairman's office with housekeeping and departmental events as needed (Kitchen maintenance/various parties).
• Assist chairman's office with phone coverage.
• Help with submitting reimbursements for medical students.
• Assist with calendar scheduling for Dr. Patel.
• Assist Clerkship Coordinator and Clerkship Director with Ordering Materials for the departmental needs.
• Assist in proctoring for the Shelf exam and other Exams with the Clerkship.
• Assist with Medical Student Clerkship administrative needs as determined by Clerkship Director.
• Grand Rounds Coordinator/CME Record Keeper.
• Coordinate speaker CME compliance, travel plans (if applicable), technological needs and expense reimbursement (if applicable), lodging/transportation locally.
• Process honorariums, order catering, setup and assist with AV, track attendance/CME codes, ensure CME compliance for speaker and department with financial disclosures, CV’s and peer-review mitigation.
• Process Reimbursement process for non-employees is different than JHU faculty/Staff.

Work Schedule (Hybrid)

• Monday - Wednesday - 8 am - 4:30 pm (remotely)
  
• Thursday - 6:30 am - 2:30 pm (In Office)
  
• Friday - 9 am - 5 pm (In Office)

Minimum Qualifications

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

Classified Title: Administrative Coordinator
Role/Level/Range: ATO 40/E/02/OE
Starting Hourly Pay Rate Range: Min $18.00 - Max $33.50 HRLY ($23.08/hour targeted; Commensurate with experience)
Employee group: Full Time
Schedule: Please see Job Description
Exempt Status: Non-Exempt
Location: Hybrid/School of Medicine Campus
Department name: SOM OB GYN General Administration
Personnel area: School of Medicine

Total Rewards
The referenced salary range is based on Johns Hopkins University’s good faith belief at the time of posting. Actual compensation may vary based on factors such as geographic location, work experience, market conditions, education/training and skill level. Johns Hopkins offers a total rewards package that supports our employees' health, life, career and retirement. More information can be found here:

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 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 .

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 . For TTY users, call via Maryland Relay or dial 711. For more information about workplace accommodations or accessibility at Johns Hopkins University, please visit .

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 and all other JHU applicants should visit .

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.

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