Administrative Coordinator (GYN/OB)

Johns Hopkins University•Baltimore, MD

6d•$19 - $35•Hybrid

About The Position

The Administrative Coordinator provides administrative support and general office management for the GYN/OB office and residency program. The role collaborates and coordinates with residents, faculty, students, program staff, service providers, and other internal and external contacts. It also supports the GYNOB medical student clerkship and Grand Rounds administration. Responsibilities include organizing office activities; managing calendars and meetings; preparing meeting materials and minutes; coordinating office services, events, travel, and logistics; resolving administrative issues; reviewing and improving office processes; preparing reports and presentations; and assisting with financial and confidential administrative tasks. Residency program duties include maintaining attendance and resident education records, coordinating educational sessions and leadership meetings, tracking exams and education funds, processing reimbursements and invoices, responding to program inquiries, and supporting annual activities such as interviews, orientation, graduation, class photos, and mock oral boards. The coordinator also supports incoming intern credentialing, Grand Rounds CME documentation and speaker logistics, and clerkship communications and educational activities. This is a full-time, hybrid position at the School of Medicine campus, scheduled Monday through Friday, 8:00 a.m. to 4:30 p.m. The employee must be available onsite at 6:30 a.m. on Thursdays.

Requirements

High school diploma or graduation equivalent.
Two years of related experience.
Highly proficient with Microsoft Office programs, including Outlook, Word, Excel, and PowerPoint.
Intermediate proficiency in calendar management, electronic office tools, event coordination, financial administration, meeting coordination, office procedures, oral and written communications, organizational skills, and report writing.

Nice To Haves

Additional education may substitute for required experience to the extent permitted by the JHU equivalency formula.

Responsibilities

Plan, support, and organize daily office, unit, or program activities.
Manage individual or team calendars, schedule meetings, and coordinate meeting logistics.
Prepare meeting materials, provide staff support, record and draft minutes, and follow up on action items.
Coordinate general office services, including payroll, purchasing, records control, office moves or renovations, repairs, and maintenance.
Serve as a liaison or contact for internal and external service providers as needed.
Identify and resolve administrative problems and issues.
Analyze office operating practices, processes, and procedures, including records systems, forms, layout, and workflow.
Develop and recommend administrative procedures to improve office efficiency and interpret and communicate operating policies.
Develop and compile reports and assist with presentations.
Assist with planning and coordinating special events, workshops, and conferences.
Perform non-routine and confidential administrative functions as needed.
Coordinate work assignments of students or temporary office support as needed.
Coordinate event preparation, setup, and logistics.
Assist with expense reports, invoices, reimbursements, and other basic financial tasks.
Monitor resident days off, conference attendance, and educational participation.
Maintain and update attendance records in New Innovations (NI).
Coordinate 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 resident education funds and balances; process program invoices and maintain financial documentation.
Schedule and coordinate SARs, APE, APD meetings, Clinical Competency Committee (CCC), and other educational leadership meetings.
Maintain resident documentation, including Individual Learning Plans, 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 coordinate EMIGS as the program contact.
Coordinate the annual residency class photo 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.
Assist Dr. Chou with calendar coordination and meeting scheduling with residents, students, and faculty.
Coordinate credentialing for incoming interns, including collecting, submitting, and tracking documentation for hospital onboarding and badge access.
Assist with residency interview-season logistics, scheduling, coordination, and applicant communications.
Support intern orientation logistics, including food, room reservations, document preparation, and event support.
Assist with planning and logistical coordination for the residency graduation event.
Maintain CME office records, including continuing education compliance and documentation.
Manage peer review documentation and mitigation tracking.
Coordinate Grand Rounds speakers, scheduling, communications, and preparation requirements.
Coordinate Grand Rounds 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 for speakers.
Send Grand Rounds email announcements and update calendar listings.
Track attendance and maintain transcripts for CME records.
Provide administrative support for the GYNOB medical student clerkship, including communications, educational activities, and related needs.
Perform other duties as assigned.