Job Description

We are seeking an Administrative Coordinator who will provide administrative support and perform general office management duties necessary for the efficient operation of an office, unit, or program. The responsibilities of this role require significant collaboration and coordination with others.

Specific Duties & Responsibilities

• Plan, support, and organize daily activities of the office, unit, or program.
• Manage team or individual calendars, plan and schedule meetings, and coordinate associated logistics.
• Prepare meeting materials (e.g., draft agenda, collect relevant information) and provide staff support for meetings. Record and draft meeting minutes, monitor and follow-up on action items.
• Coordinate and provide various general office services, e.g., payroll, purchasing, records control, office moves/renovations, repairs and maintenance.
• May serve as the liaison or contact with internal and external service providers.
• Identify and resolve administrative problems and issues.
• Analyze operating practices, processes and procedures (e.g., record keeping systems, forms control, office layout, workflow requirements)
• Develop and recommend administrative processes/procedures to assure efficiency in general office operations; interpret and communicate operating policies
• Develop and compile reports.
• Assist with the preparation of presentations.
• Assist with planning special events/functions, including workshops, conferences, etc.
• Perform non-routine and confidential administrative functions, as needed.
• Coordinate work assignments of students and/or temporary office support, as needed.
• Coordinate preparation, set up and logistics for events/functions.
• Assist with basic financial tasks, e.g. expense reports, invoices, reimbursements.
• Other duties as assigned.

Residency Program Administration

• Monitor resident days off, conference attendance, and educational participation.
• Maintain and update attendance records in New Innovations (NI).
• Coordinate logistics for weekly resident school sessions, including room setup, attendance tracking, food coordination, and M&M.
• Process reimbursements for conferences, educational expenses, resident events, and program-related dinners.
• Track individual resident education funds and balances.
• Process program-related invoices and maintain financial documentation.
• Schedule and coordinate program meetings including SARs, APE, APD meetings, Clinical Competency Committee (CCC), and other educational leadership meetings.
• Maintain resident documentation including Individual Learning Plans (ILPs), CVs, flu records, exam documentation, and other required training records.
• Track USMLE Step 3 and EMIGS exams for PGY-1 and PGY-2 residents.
• Order exam vouchers and serve as program contact for EMIGS coordination.
• Coordinate annual residency class photo.
• Organize and schedule PGY-4 Mock Oral Boards.
• Manage the residency education email inbox and respond to resident and faculty inquiries.
• Coordinate lab coat cleaning and program supply orders.

Program Director Administrative Support

• Assist Dr. Chou with calendar coordination, scheduling meetings with residents, students, and faculty.

Shared Responsibilities (with Program Team)

• Coordinate credentialing process for incoming interns, including documentation collection, submission, and tracking requirements for hospital onboarding, badge access, etc.

Major Annual Program Activities

• Assist with logistics for residency interview season including scheduling, coordination, and communication with applicants.
• Provide logistical support for intern orientation including food coordination, room reservations, document preparation, and general event support.
• Assist with planning and logistical coordination for the residency graduation event.

Grand Rounds Administration

• Maintain records for the CME office including continuing education compliance and documentation.
• Manage peer review documentation and mitigation tracking.
• Coordinate Grand Rounds speakers including scheduling, communication, and preparation requirements.
• Coordinate event logistics including food orders, room setup, and audiovisual needs.
• Process speaker honoraria, invoices, and non-employee expense reimbursements.
• Manage Payment Works onboarding for speakers.
• Arrange hotel accommodations, car service, and travel itineraries.
• Send email announcements and update calendar listings for upcoming Grand Rounds sessions.
• Track attendance and maintain transcripts for CME records.

Clerkship Support

• Provide administrative support for the GYNOB medical student clerkship, communications, educational activities, and other clerkship-related needs.

Minimum Qualifications

• High school diploma or graduation equivalent.
• Two years of related experience.
• Additional education may substitute for required experience to the extent permitted by the JHU equivalency formula.

Preferred Qualifications

Technical Qualifications & Specialized Certifications

• Highly proficient with Microsoft Office programs including Outlook, Word, Excel and PowerPoint.

Technical Skills & Expected Level of Proficiency

• Calendar Management - Intermediate
• Electronic Office Tools - Intermediate
• Event Coordination - Intermediate
• Financial Administration - Intermediate
• Meeting Coordination - Intermediate
• Office Procedures - Intermediate
• Oral and Written Communications - Intermediate
• Organizational Skills - Intermediate
• Report Writing - Intermediate

The core technical skills listed are most essential; additional technical skills may be required based on specific division or department needs.

Classified Title: Administrative Coordinator

Role/Level/Range: ATO 37.5/02/OE

Starting Salary Range: $18.65 - $34.75 HRLY (Commensurate w/exp.)

Employee group: Full Time

Schedule: M-F 8am - 4:30pm (Thursdays must be available at 6:30am on site)

FLSA Status: Non-Exempt

Location: Hybrid/School of Medicine Campus

Department name: SOM OB GYN General Administration

Personnel area: School of Medicine