Provides administrative support to the Medical Director and Ophthalmology’s Medical Student Elective program and Ophthalmic Surgical Clerkship. Serves as the primary point of contact for students interested in a doing an elective or surgical clerkship with Ophthalmology and coordinates all aspects of their program. Interprets operating policies, exercises independent judgment in the resolution of administrative problems, prioritizes workload, purchases supplies, and assists with special programs, such as orientations and awards. Serves as a resource in a team environment. Provides administrative support including meetings, correspondence, and file maintenance. Greets and assists with visitors and provides escort to medical student elective applicants throughout campus. Serves as a liaison between the students and various offices throughout Wilmer and Johns Hopkins University. Accountable for standards of service excellence including, but not limited to, patient or interpersonal relations, teamwork, communication, continuous performance improvement, and self-management & accountability.
Serves as the initial point of contact for students who are interested in an Ophthalmology elective, an Ophthalmology Surgical Clerkship, or a Visiting Observership.
Advises students on the application process and coordinates selection process
Preparation for new students to include orientation materials, requesting id badges and ordering scrubs.
Builds the student elective schedules to include East Baltimore and Satellite assignments, Grand Rounds and Professor’s Rounds.
Coordinates and schedules student tutorials, including confirming availability of lecturers, booking the room, and ordering supplies.
Provides orientation for new students. Gives welcome packet, program overview and provides a tour of campus. Ensures students have necessary materials and facility access.
Adjusts student schedules as needed throughout the course of the program.
Coordinate the end-of-course administrative responsibilities. Sends exit email, ensures collection of program materials, and gathers, organizes and forwards student evaluation forms.
Maintains part-time faculty teaching records.
Recruits faculty to serve as preceptors for the medical students.
Orders and maintains inventory of necessary supplies for the program including, eye drops, instruments, tissues, near cards, alcohol wipes, Dome Passes, etc..
Submits requests to reserve the Simulation Center and Armstrong rooms.
Coordinates student and faculty awards.
Provides guidance and support to other faculty regarding departmental observerships.
Maintains and updates information in SOM Elective Book.
Provides administrative support to the Medical Director
Coordinates meetings such as the weekly Glaucoma Faculty Meeting and the bi-monthly journal club. Schedules presenters and sends reminders.
Manages Medical Director’s calendar.
Budgetary responsibilities to include processing reimbursements, shopping cart and check requests.
Accurately and consistently prepares documentation and correspondence.
Operates personal computer to access email, electronic calendars, and other basic office support software.
Uses various software applications, such as spreadsheets.
Work on special projects and other assignments as needed.
High School Diploma or GED required.
Three (3) years 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. 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.
Knowledge of JHU as an enterprise.
Previous experience with SAP.
Special Knowledge, Skills, and Abilities:
Fluency in MS Office suite; Adobe; email and instant messenger platforms; internet; and electronic calendaring systems.
Ability to prioritize workload and manage multiple tasks and projects in parallel.
Ability to maintain confidential information.
Ability to work independently with minimal oversight.
Excellent organizational skills; ability to enter data with zero to minimal errors.
Professional in-person and phone demeanor; ability to communicate clearly both orally and in written form.
Classified title: Administrative Coordinator
Working title: Administrative Coordinator
Role/Level/Range: ATO 40/E/02/OE
Starting Salary Range: $17.42 – $23.94 (commensurate with experience)
Employee group: Full time
Employee Status: Non-Exempt
Schedule: Monday-Friday – Flexible 28hrs/Wk
Location: Wilmer 129 - 600 N Wolfe St, Baltimore, MD – East Baltimore
Department name: 10002994-SOM Oph Glaucoma
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 email@example.com. 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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