Provides administrative support to the faculty of the JH Disability Research Center to include editing/proofreading, correspondence, calendar management, meeting and travel coordination and research support. Additionally, this role will serve as primary administrative support for Ophthalmology’s Medical Student Educational Program.
Specific Duties & Responsibilities
Administrative Support for the JH Disability Research Center:
Assist PI with administrative needs including but not limited to:
Arrange and coordinate JHU and non-JHU meetings. Maintain schedules for PIs.
Proofread technical, scientific and financial documents, as well as, all correspondence for mathematical errors, typographical accuracy and correct grammar.
Coordinate and organize meetings and events.
Arrange complex and detailed travel plans both domestic and international, to include meeting registration, hotel, and transportation needs, and ensure faculty have appropriate travel itinerary and/or documentation. Identify most suitable travel services. Perform with travel agency to verify details and arrange reservations.
Compile visit itinerary. Execute travel planning and coordination for outside guests
Research and review travel arrangements (hotel, flight and car service).
Assist with activities related submitting documentation for reimbursement.
Order supplies as needed.
Complete online forms.
Work collaboratively with study team members to assure that study deliverables and report schedules are met as required by the granting agencies; track completion of assigned tasks.
Conduct literature review, organize bibliographic information, and summarize findings.
Assist in preparation of study protocols and materials and other essential study functions
Assist in writing and submitting manuscripts as needed.
Assist with the writing and development progress reports, study tools and documents, meeting minutes, and help lead meetings and conference calls with study team and various stakeholders.
Administrative Support for Medical Student Educational program
Works closely with the Director of Medical Student Education to provide both Hopkins Medical Students and visiting medical students the best possible Ophthalmology experience.
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.
Work on special projects and other assignments as needed.
Other duties as assigned.
Minimum Qualifications (Required)
High School Diploma/GED.
Three (3) years related experience.
Additional education may substitute for required experience, to the extent permitted by * JHU Equivalency Formula: 30 undergraduate degree credits (semester hours) or 18 graduate degree credits 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. *
Three years of related administrative experience required
Research experience preferred.
Strong organizational and interpersonal skills.
Special Knowledge, Skills, and Abilities
Strong computer skills, especially with Microsoft Office applications (Word, Powerpoint, Excel, Outlook).
Classified Title: Administrative Coordinator Working Title: Administrative Coordinator Role/Level/Range: ATO 40/E/02/OE Starting Hourly Pay Rate Range: $17.42 - $23.95 / Commensurate with Experience Employee group: Full Time Schedule: Monday - Friday, 8:30a-5:00p/ 40 hrs per week Exempt Status: Non-Exempt Location: 04-MD:School of Medicine Campus Department name: 10002959-SOM Oph General Administration Personnel area: School of Medicine
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