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: $17.25 - $23.72
Employee group: Full Time 
Schedule: M-F, 8:30 am - 5:00 pm 
Exempt Status: Non-Exempt ​​​​​​​ 
Location: 33-MD:Johns Hopkins Bayview 
Department name: 10002785-SOM DOM Bay Housestaff Education 
Personnel area: School of Medicine

General summary/purpose:

The Administrative Coordinator will be responsible for providing administrative support to the office of the Internal Medicine Residency Program.  The Administrative Coordinator will work closely with and report to the Director of the Bayview Internal Medicine Residency Program to carry out the administrative tasks necessary for smooth operation of the organization.

Specific Duties/Responsibilities:

General Administration:

  • Serve as Medicine Core Clerkship coordinator at Bayview for Medical Students who rotate to Bayview for Medicine Core Clerkship and Advanced Clerkship. Tasks include: assignment to ward team, daily lecture calendar, set-up of rotation evaluations, parking and security access.
  • Provide general administration assistance to directors of the Foundations of Clinical Excellence Course.
  • Utilize New Innovations to input information and generate reports as needed.
  • Add/upload interview comments and scores to online applicant database, and track down missing documentation from faculty interviewers.
  • Maintain online house staff curriculum documents (upload documents and ensure they are up to date).
  • Remind house staff to submit elective paperwork.
  • Maintain database of resident scholarly work.
  • Track conference attendance for residents.
  • Compile evaluations of teaching faculty and send feedback reports to faculty/division chiefs.
  • Provide general administration assistance to the co-directors of Medicine for the Greater Good.
  • Perform desktop publishing of weekly residency newsletter in collaboration with ACSs.


  • Help to schedule meetings for PD, APDs and ACSs with hospital leadership.
  • Manage calendars for the Vice Dean for Education and Deputy Director of Education.
  • Assist ACSs to coordinate conference schedules.
  • Assist ACSs to track schedule change requests and upload residency schedules into AMION (online schedule manager).
  • Set up reminder emails/pages about resident conferences for residents and faculty.
  • Follow up on emails to schedule and confirm conference speakers, collect presentations and prepare lecture handouts for distribution.
  • Maintain schedule and organization of the Medical Education Center in the FSK Pavilion.

Alumni / Outreach / Community:

  • Maintain an up-to-date alumni database.
  • In conjunction with the Office of Development, prepare and send email updates to alumni and encourage alumni donations.
  • Help to maintain content and manage updates for Bayview Residency Program’s website.

Event Coordination:

  • Coordinate Weekly Medical Grand Rounds in conjunction with the Deputy Director of Education and CME office.
  • Coordinate Medicine for the Greater Good community events and Annual MGG Symposium.
  • Assist with the coordination of residency events (i.e. Evening of Arts & Medicine, Annual Memorial Service for Bayview House Staff).
  • Coordinate Bayview Homecoming for Residency Alumni in conjunction with the School of Medicine’s Biennial Reunion.
  • Plan meetings and track activities of the Medical Education Committee.

Other related duties as needed:

  • Field calls related to AV equipment.
  • Order lunch and/or dinners as requested for resident-led interest groups.
  • Order supplies for the residency program, lab coats, scrubs, etc.
  • Process payments for invoices and reimbursements.

Minimum qualifications:

High School/GED required.  Three years of related experience required.  Additional education may substitute for some experience, to the extent permitted by the JHU equivalency formula.

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.

Special knowledge, skills, and abilities:

  • Proficiency in MS Word, PowerPoint, medical transcription, electronic calendar, excellent spelling and grammar, excellent interpersonal and organizational skills, ability to handle multiple complicated tasks, prioritization skills.
  • Ability to operate PC, laser printer, fax, scanner, copier, and multi-line phone.
  • Must be able to operate a personal computer to access email, electronic calendars, and operate basic office support programs including Microsoft Windows programs.
  • Excellent communication skills and interpersonal skills.
  • Experience using SAP strongly preferred.
  • Ability to work independently and multitask.

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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