Administrative Coordinator

Maryland, United States
16 Nov 2018
End of advertisement period
16 Jan 2019
Contract Type
Full Time

Role/Level/Range: ATO 40/E/02/OE 
Starting Salary Range: $16.90 - $23.24
Employee group: Full Time 
Schedule: Monday - Friday, 8:30a - 5:00p / 40 hrs per wk
Exempt Status: Non-Exempt ​​​​​​​ 
Location: 33-MD:Johns Hopkins Bayview 
Department name: 10003283-SOM Rad Onc General Administration 
Personnel area: Johns Hopkins University

General Summary/Purpose

The Administrative Coordinator is responsible for providing administrative and project management support to the GI Immunology Nurse Manager and Clinical Research Staff.

Specific Duties & Responsibilities

  • Manage scheduling for research team meetings by assessing identified priorities and using sound judgment in scheduling appointments and meetings as necessary.
  •  Obtain study patient medical records from outside hospitals
  •  Coordinate events, including securing location, ordering food, etc.
  • Process operational activities utilizing SAP:  purchasing, invoice payment, reimbursements.
  • Monitor, maintain and order small office equipment, office supplies and phlebotomy supplies. 
  • Maintain online and hard file systems for all research studies overseen by the Nurse Manager/Program Manager.
  • Provide support to team by monitoring expenses, performing basic monthly reconciliation of accounts and processing routine financial transactions.
  • Follow-up on inquiries by email and phone to ensure that all meetings/service requests are met in a timely and efficient manner.
  • Reimburse study patients as approved by protocol
  • Coordinate with study sponsors and clinical research team for monitoring visits.
  • Monthly reconciliation of budgets.
  • Prepares patient specimen and phlebotomy kits for research nurses, includes labeling kits.
  • Arrange courier services for transport of clinical trial blood tissues samples
  • Assist with patient hotel arrangements
  • Assist with basic clinical trial database updates
  • Coordinate Site Initiation Vists with sponsors, study team and other departments.
  • Comply with all regulatory and institutional requirements
  • Maintains an organized filing system.
  • Works independently.
  • Determines priorities and maintains a high degree of professionalism.
  • On a regular and continuous basis, exercises administrative judgment and assumes responsibility for decisions, consequences, and results having an impact on people, costs, and/or quality of service within the functional area.
  • Exchanges non-routine information using tact and persuasion as appropriate requiring good oral and written communication skills

Minimum Qualifications

  • High School Diploma/GED.
  • 3 years related experience.
  • 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

  • Operate personal computer to access e-mail, electronic calendars, and other basic office support software such as PowerPoint, Excel and Microsoft Word. Knowledge of SAP and Coeus preferred. 
  • Ability to answer a multi-line telephone system and field calls as appropriate.

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.

Equal Opportunity Employer

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