The Administrative Coordinator is a member of the Office of Medical Student Affairs, Office of Medical Student Diversity, and Office of Housing and Residential Life team. These offices, within the Johns Hopkins University School of Medicine, have a fast-paced, highly collaborative, executive environment. The Administrative Coordinator contributes to the offices by multitasking, offering administrative support, and helping coordinate projects/events. The position requires excellent attention to detail and the ability to respond to complex, multi-variable issues with diplomacy, discretion, and confidentiality. This position plays a critical role in a team-based and cross-trained environment, with the goal of supporting the medical student population and advancing the goals of the Office of Medical Student Affairs and the Office of Medical Student Diversity. The position will report directly to the Director, for Student Services and Housing, provide support to one Associate Dean and 3 Assistant Deans, and work closely with staff and other stakeholders to advance common goals of supporting students and ensuring smooth operations within the Office of Medical Student Affairs and Office of Medical Student Diversity.
Serving as a primary point of contact for the Office of Medical Student Affairs and Office of Medical Student Diversity.
Serves as front-line representative to our student populations and the general public, screening all phone calls.
Coordinating applications, under strict deadlines, for fourth year medical students applying for residency through ERAS (Electronic Residency Application Service) and the NRMP (National Residency Matching Program).
Compiling reports related to the residency application process (begins in early November and ends October 1st the following year).
Proofreading and editing Deans Letters for the residency application process (begins in early November and ends October 1st the following year).
Transcribing, proofreading and editing correspondence from dictation systems.
Assisting Director and Budget Specialist with development and review process for applications, development and dissemination of information for applicants, collection and entering of data, compilation of reports, and maintenance of records related to the Summer Research student employment program.
Assisting Director with spreadsheets and reports for programs and projects, such as the residency application process, the Match process, Summer Research, Deans Year of Funding, change in student status, etc.
Supporting special projects as required (i.e. U.S. News Report, internal reports, etc.)
Managing and overseeing the nomination process for the Professor Teaching Award and other student awards through the Office of Medical Student Affairs and Office of Medical Student Diversity.
This includes arranging and coordinating meetings, preparing meeting materials, corresponding with departments, sending out award letters, etc.
Scheduling appointments for the Director and four Deans, including regularly occurring and ad hoc internal and external meetings, speaking engagements, events, etc.
Examples of meetings include Formational Meetings, Promotions Meetings, Disciplinary Meetings, Ombuds Meetings, Residency Application Process, Summer Research, Graduation, Awards Meetings, Watkins Day Celebration, and URM Picnic with the Dean.
Independently resolve schedule conflicts, prioritize requests, and confirm and track event and meeting details.
Ensuring that email is correctly acknowledged and tracked in a timely manner.
Vetting and resolving student complaints and suggestions.
Drafting, proof-reading, and/or editing correspondence for leadership’s review, ensuring accuracy, clarity, and standardized formatting.
Resolving routing administrative issues and problems.
Ensuring the Deans and Director are fully prepared for meetings.
Coordinating complex meetings; preparing, organizing, and distributing meeting materials and agendas; and ensuring that Deans and Director are fully prepared for meeting.
Maintaining electronic and hard copy files for the program and organizing records in compliance with University and School policies on records retention.
Replying to requests for information from internal or external sources.
Maintaining professional relationships with a wide range of internal and external stakeholders, to include Deans, Vice Presidents, administrators, directors, faculty, staff, and students.
Communicating information to students via e-mail.
Preparing student status change letters for Associate Dean’s signature.
Tracking student status and updating necessary files and office records Supporting department-hosted leadership programs and events including location and catering logistics.
Coordinating travel logistics for Deans and Director, including transportations, accommodations, and meals; scheduling meetings, creating itineraries, and preparing other support materials as necessary.
Sorting, filing, and distributing mail.
Providing administrative support for Commencement.
Providing back-up to the administrative/housing coordinator and budget specialist as needed.
Other duties as assigned.
High School Diploma or GED required.
Three (3) 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) 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.
Bachelor’s degree and/or five (5) years progressively responsible administrative experience preferred.
Special Knowledge, Skills, and Abilities:
A demonstrated attention to detail and organizational skills are critical.
Experience working on a wide variety of special projects and special assignments required.
Experience planning student-focused events is required.
Excellent written and oral communication and attention to detail.
Strong interpersonal skills and computer skills.
On a regular basis, exercises administrative judgment and assumes responsibility for decisions, consequences, and results that impact the office and the quality of service.
Proven ability to work in a fast-paced environment.
Able to work independently and as a member of team.
Develop institutional relationships based on a level of understanding and knowledge of the University and its internal and external relationships.
Communicate regularly with individuals and groups across the JH institutions and with external constituents.
Exchange and coordinate information using tact, accuracy, clarity, and persuasion. Strong verbal and written communication skills are essential.
Fluency with diverse software applications including, but not limited to, Microsoft Office applications such as Word, Outlook, PowerPoint, and Excel.
Classified title: Administrative Coordinator
Working title: Administrative Coordinator
Role/Level/Range: ATO 40/E/02/OE
Starting Salary Range: $17.42 – $23.95 (commensurate with experience)
Employee group: Full time
Employee Status: Non-Exempt
Schedule: Monday-Friday - 8:30am-5:00pm 40hrs/Wk
Location: 733 N Broadway St, Baltimore, MD – East Baltimore
Department name: 10003327-SOM Admin Student Affairs General Admin
Personnel area (School): SOM – School of Medicine
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 firstname.lastname@example.org. 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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