Administrative Coordinator

Maryland, United States
17 Sep 2018
End of advertisement period
17 Nov 2018
Contract Type
Full Time

Role/Level/Range: ATO 37.5/02/OE 
Starting Salary Range: $17.25-$23.72
Employee group: Full Time 
Schedule: Monday - Friday 8:00-4:30 
Employee subgroup: Salaried Non-exmt 
Location: 23-MD:JH Downtown Center 
Department name: 10003018-SOM Ortho Ross Labs 
Personnel area: School of Medicine

General Description:

Coordinates the day to day administrative activities for the Department of Orthopaedic Surgery Research Division to ensure a smoothly functioning office; interprets operation policies; exercises independent judgement in the resolution of administrative problems; prioritizes workload; purchases supplies; coordinates special projects, such as seminars, courses, donation centers, training programs, etc.  Serves as a resource in a team environment.  Provides secretarial support to faculty and staff, including appointments, correspondence, manuscripts, grant proposals and filing. 

Understands HIPAA and department specific policies relating to medical records, discussion and handling of study patients information.  Customer service representative duties may include interacting with Faculty, Research Program Coordinators, Trainees, Financial team, Medical Training Administrator and HR.

Duties and Responsibilities:

Responsible for answering the telephone.

Assist in grant preparation, including NIH grant applications or other funding grants. Review, prepare and collect required documents. 

Prepare & distribute agendas, meeting minutes & reminders for meetings as well as attend & tape record meetings to document discussions.

Compose agendas, documents, correspondence, and memos on behalf of the faculty. Transcribe and/or type manuscripts, technical documents, table, graphs/charts, correspondence and notes, format and compile information for grants, protocols, presentations, reports, manuscripts, etc.

In support of research team may be required to submit Visa applications through iHopkins, Visa applications, completed i9 verifications in tax.

Knowledge of the Epic system and credentialing experience is preferred.  Proofs and edits documents.

Perform ad hoc research and fact-finding on a wide variety of administrative issues and items; know the formal and information institute goals, standards, policies and procedures.  Create, maintain, & analyze electronic and paper record keeping systems including retrieval, retention, storage compilation, updating, and destruction of files; creating new systems or revising establish procedures as needed.

Operates personal computer to access email, electronic calendars, and other basic office support software. SAP transactions including order of supplies (Shopping Cart). Uses various software applications, such as spreadsheets, relational databases, statistical packages, and graphic packages to assemble, manipulate and/or format data and/or reports.  Utilizes internet to search for information, contacts for research, and clinical consultation, international contacts for teaching and travel.

Preferred Qualifications

Computer (85%) including web-related software and hardware.  Copier, Phone, Printer, etc.


High School Diploma or GED


3 or more years of administrative experience.  Administrative professional with intermediate to advanced office skills including:  typing, editing/proofreading, filing. 

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.

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