Work Schedule/Hours: Monday-Friday/8:30-5p/40 hours Location: Bayview Personnel area: School of Medicine
The Division of Geriatric Medicine and Gerontology is seeking an Administrative Coordinator that will provide complex administrative and project support to the Geriatrics Medical Education programs including Primary Care Leadership Track, GWEP, Central Sol, MSTAR, and 1 faculty member. Duties include coordinating and performing administrative duties for several collaborating faculty members, providing confidential secretarial support, arranging conference and travel logistics, assisting with project activities and maintaining a high level of customer service excellence and detail orientation. The Administrative Coordinator will answer office telephone and perform day-to-day administrative activities.
This role will represent the division as appropriate in communicating professionally with faculty, administrators, staff, and external contacts to respond to questions, resolve administrative problems and issues, and gather data as needed. Interpret operating policies of the University and the Hospital. Exercise independent judgment in the resolution of administrative problems. In addition, position will work closely with an experienced Grants & Contracts Analyst to carry out the administrative tasks necessary for smooth operation of grants and projects. This position requires attention to detail, flexibility, excellent computer skills, a high level of independent thinking, and the ability to thrive in a fast-paced environment.
Coordinate office services such as purchasing, payroll, records control, and other administrative activities for a department/division, center or other organizational unit. Answer phones, take messages, and greet guests. Interpret operating policies. This position requires attention to detail, flexibility, excellent computer skills, a high level of independent thinking, and the ability to thrive in a fast-paced environment. Coordinate and implement office services such as, purchasing, records control, projects and budget accounting operations. Analyze unit operating practices such as record keeping systems, forms control, office layout, personnel requirements, creating new systems or revising established procedures. Interpret and communicate operating policies.
Coordinate collection and preparation of financial and operations reports. Locate and compile information and format reports, graphs, tables, records and other sources of information. Assemble and categorize facts and figures for written computation and calculations. Assist with special events planning. Operate personal computer to access e-mail, electronic calendars, and other basic office support software. Use various software applications, such as spreadsheets, relational databases, statistical packages, and graphics packages to assemble, manipulate and/or format data and/or reports. Maintain faculty’s calendar, CV, and Biosketch. Maintain and monitor doctor’s budgets. Edit and convert graphic images to proper format for inclusion in a presentation and/or manuscript.
Office of Education Support – 35%
Work alongside the Medical Training Program Administrator (MTPA), to coordinate activities related to education. Will coordinate activities for learners across all levels with the assistance of the responsible supervising faculty member. For medical student and resident rotations, will assist with credentialing forms, scheduling, and evaluation collection. Responsible for processing vendor invoices, honorariums, faculty/fellow/staff reimbursements, etc.
Will assist with the geriatric medicine fellowship including:
Recruitment process- By responding to program inquiries; scheduling interviews for applicants; ensuring smooth flow of the interview day; tracking and recording interview evaluation ratings by faculty;
Didactic experiences- With the Program Director, design the annual didactic schedule and maintain oversight throughout the year, which includes scheduling faculty, reserving rooms, and reminding fellows and faculty of upcoming session. Ensure proper room set up, which includes delivery of necessary equipment (laptop, projector, etc.) with return of equipment after session.
Will help organize rotations for non-fellow learners
Assists outside learners in application and credentialing process. Arranges schedule and communicates with learner and preceptors. Also tracks learner requests to be sure the Division has an appropriate number of learners on rotation each month.
Will help prepare and assemble as needed materials for distribution at various fellow events, learner lectures, website management or other education activities as assigned by the Director.
MSTAR Summer Students – 15%
Coordinate the recruitment and application process for students
Update marketing materials
Update AFAR website for recruitment
Organize ranking of applications
Plan student onboarding
Onboard students (working with HR/OIS and coordinating for tour/meet and greet schedules)
Coordinate educational activities (didactics, mentor meetings, research lectures) Coordinate and participate in quarterly improvement meetings with directors
Distribute AGS poster presentation expectations
Coordinate MSTAR graduation
Coordinate extracurricular activities
Reimburse students as needed
Arrange AGS presentations
Geriatrics Workforce Enhancement Program Support – 20%
Coordinate with collaborative partners (University of Maryland, Alzheimer’s Association, Johns Hopkins Community Physicians, etc.) to schedule regular meetings, track and create meeting minutes and coordinate phone conferences
Preparing materials and organizing logistics for various meeting series including:
Alzheimer’s Update series
Stepping on program
Beacham Lecture course
Aggregate and collect data for grant reports including tracking deadlines and submitting online forms
Organize CME course needs including disclosure forms, letters to speakers, and creating presentations/ binders
Primary Care Track Coordination – 20%
Coordinator will report to Faculty member developing a Primary Care Education Track for the School of Medicine. Essential job duties include:
Aid with the formatting of survey tools for students and faculty to evaluate their experiences. Distribute, collect, and collate results of survey.
Assist with the coordination of clinical activities for students and faculty and track participation in such activities.
Coordinate monthly primary care seminar.
Fulfill LCME experience requirements and create presentations that illustrate the results to leadership.
Assist with abstract and manuscript preparation related to the track
Organize monthly meeting of student and faculty advisors that are assisting with track design and implementation.
This description is a general statement of required duties and responsibilities performed on a regular and continuous basis. It does not exclude other duties as assigned.
High School Diploma or GED and three years of related experience required. Additional education may be substituted for years of work experience to the extent permitted by the JHU equivalency formula.
JHU Equivalency Formula: 30 undergraduate degree credits or 18 graduate degree credits = 1 year of experience. For jobs where equivalency is permitted, up to two years of non-related college coursework may be applied towards the total minimum education/experience required for the respective job.
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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