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)

• 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/tr