Sr. Administrative Coordinator

Sr. Administrative Coordinator
We are seeking an Administrative Coordinator who is an integral team member of the education office and provides support in management of large and complex clinical training programs and all related educational activities for the Department of Anesthesiology and Critical Care Medicine. This position closely works with the Residency Program Director, Clerkship Director, and Senior Program Manager.

This role is responsible for organizing and implementing all activities involved with budget maintenance, organization of house staff scheduling, recruitment, orientation, and scheduling and organization of the major departmental teaching conferences. They serve as coordinator for all external sites and supervising agencies including the Accreditation Council for Graduate Medical Education (ACGME), American Board of Anesthesiology (ABA), National Resident Matching Program (NRMP), and prospective applicants to the program.

Specific Duties & Responsibilities:

The position requires an awareness of national training trends and policies and should have the ability to maintain a realistic balance among multiple priorities, and work well under pressure. Key responsibilities include:

  • Assists Clerkship Director(s) with medical students scheduling, orientation, assignment to residents, student evaluations, and facilitate letters of recommendation as needed.
  • Act as a liaison with the JHU School of Medicine Registrar's office.
  • This also includes visiting students anywhere from the US and Foreign Medical schools.
  • Coordinate, compile, and distribute medical student 6 month core curriculum, compile monthly elective medical student lecture schedule.
  • Assist with budget maintenance, implementation, and auditing for Medical Student Education Programs.
  • Assist with logistics of all events related to medical students.
  • Assists with all aspects of house staff recruitment.
  • Works with ERAS, the electronic Residency Application Service, and Thalamus (the interview Scheduler software), during residents interview season.
  • Coordinates interviews at Mercy, Sinai, MedStar Hospitals for prelim positions.
  • Responsible for scheduling faculty for interviews.
  • Facilitates additional interviews for applicants applying to the Critical Care or Research Track.
  • Distributes applicant electronic files to faculty interviewers.
  • Assists with the interview day schedule, taking notes and sending thank you notes on behalf of the program.
  • Coordinates return visits for applicants.
  • Maintain current knowledge of institutional policies/procedures regarding medical staff and resident applicants.
  • Assists with house staff orientation for incoming residents for July 1 start.
  • Timely turn-over of files for credentialing, procure lockers, pagers, lab coats, swipe access to ORs, dome passes, EPIC, EPIC-ARM, New Innovations etc.
  • Collect and verify information on medical staff, resident, and rotators. Act as a resource for all incoming medical students, residents, and rotators.
  • Responsible for collecting quarterly evaluations of incoming residents from their internship programs per the requirements of the ACGME.
  • Orders and sets up daily lunches for residents and faculty during the month of orientation.
  • Works on contract for incoming residents and maintains their files.
  • Assists with residents' college day.
  • Schedules rooms for lectures and requests AV support.
  • Put an excused list together.
  • Take attendance for residents.
  • Assists with the logistics of all major events like Graduation, Summer Picnic, Annual Boston Trip, etc.
  • Assists with all aspects of day to day running of the residency program.
  • Maintains the statistical reports for Departmental, University, and Board requirements.
  • ACGME Tracking and ACGME case log database for residents and the annual ACGME update for 85 residents.
  • Annual residency and faculty survey which requires tracking the yearly scholarly activities for both.
  • Assists with data entry in New Innovation.
  • Adds new residents and faculty.
  • Enters the schedule to New Innovations.
  • Keeps residents' electronic files updated by scanning any paperwork, add exam scores.
  • Assist with planning, administering, and proctoring resident's exams - AKT/ITE's.
  • Submits all the credentialing paperwork necessary for outside rotations (HSS, Howard General etc.).
  • Assists with timely update of Program Letters of Agreements.
  • Process invoices, check requests, and travel reimbursements in SAP System.
  • Maintains book funds and conference funds for each resident.
  • Orders office supplies, food, etc. through SAP.
  • Responsible for outside rotators from the Uniformed Services who need to be processed like incoming residents, i.e. they need to be set up for computer training for the OR systems, access to the ORs, pagers, etc.
  • Responsible for the residents' Dome Passes, monitors/updates individual call allowances each month.
  • Assists with disseminating supporting documents for semi-annual evaluations to each advisor.
  • Organizes, and maintains notes from, residency team meetings.
  • Compile data for special projects (site visit reviews by internal and outside organizations).
  • Maintain contact with internal resources (Registrar's Office, International Office, MSRO, PI Office, Legal Office, Public Affairs, Dean's Office).
  • Other duties as assigned.

  • Minimum Qualifications (Mandatory):

    High School Diploma/GED.

    Five (5) years progressively responsible administrative experience.
    • Additional education may substitute for required experience, to the extent permitted by the JHU equivalency formula.*

    * JHU Equivalency Formula: 30 undergraduate degree credits (semester hours) or 18 graduate degree credits may substitute for one year of experience. Additional related experience may substitute for the 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.

    ** Applicants who do not meet the posted requirements but are completing their final academic semester/quarter will be considered eligible for employment and may be asked to provide additional information confirming their academic completion date.

    Preferred Qualifications:

    Bachelor's Degree preferred.
    • Minimum of two years of experience in an administrative position, preferably in an academic or medical setting.
    • Experience in an academic or medical institution preferred.

    Special Knowledge, Skills & Abilities:
    • Ability to make independent judgments and to act on decisions on a daily basis.
    • Ability to prioritize own work to meet various concurrent deadlines.
    • Very strong organizational skills, analytical and problem solving abilities, and attention to detail.
    • Ability to maintain confidentiality.
    • Ability to effectively interact with all levels of University and Hospital employees as well as outside contacts.

    Classified Title: Sr. Administrative Coordinator
    Role/Level/Range: ATO 40/E/03/OF
    Starting Hourly Pay Rate Range: $17.59 - $24.80/hr (commensurate with experience)
    Employee group: Full Time
    Schedule: Mon-Fri with possible evening/weekend hours
    Exempt Status: Non-Exempt
    Location: ​​​​​​​School of Medicine Campus
    Department name: ​​​​​​​SOM Ane Residency Program
    Personnel area: 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 protected]. For TTY users, call via Maryland Relay or dial 711.

    Johns Hopkins has mandated COVID-19 and influenza vaccines, as applicable. Exceptions to the COVID and flu vaccine requirements may be provided to individuals for religious beliefs or medical reasons. Requests for an exception must be submitted to the JHU vaccination registry. For additional information, applicants for SOM positions should visit and all other JHU applicants should visit

    The following additional provisions may apply, depending on campus. Your recruiter will advise accordingly.

    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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