Administrative Coordinator

The Johns Hopkins Medicine Simulation Center (Simulation Center, or Center) is dedicated to support the growing use of simulations and standardized patient (SP) technology throughout medical education and professional practice. It provides consultative and supportive services for curriculum development, innovative instructional strategies, assessment methods, and faculty development in simulations for Johns Hopkins University. Our ultimate mission is to be an international leader in the world of healthcare simulation; serving not only our own students and employees, but also our affiliates, our local community and the national and international academic communities to advance the science of healthcare education and patient safety.

The Administrative Coordinator provides administrative support to the Simulation Center’s staff and educational programs. The position is responsible for coordinating the daily instructional/teaching operations of the Center. The position maintains the Center calendar and prioritizes the use of Simulation Center resources for internal and external customers (such as managing the training rooms, and scheduling the use of simulation equipment). The position works with general oversight and ensures the smooth operation of multiple educational projects that involve budgeting, supporting payroll, producing invoices, and using basic cost accounting procedures. The position develops and formats project reports for training activities that document related expenses and registration fees, and works with various software applications, including Microsoft Office. The position serves as the initial liaison for and disseminates course-related information to instructors, students, project participants, and teaching associates, and provides guidance and direction to workshop participants, students, and instructors regarding logistical issues. The position uses a variety of software applications, such as Microsoft Office Suite and SAP, and uses web-based tools such as SimMedical LMS for scheduling training sessions, classes, workshops, and seminars.

The Administrative Coordinator reports to the Sr. Administrative Manager, and works closely with the full Simulation Center team and staff, faculty, health care professionals, learners, and internal and external clients.

Specific Duties & Responsibilities

The specific duties and responsibilities of the Administrative Coordinator include, but are not limited to, the following.

• Assists with coordinating daily teaching/training activities for the Simulation Center calendar and project management.

• Independently develops and works on complex administrative projects (such as databases, reports, office workflow, records control, and course materials).

• Maintains up-to-date project cost records and produces activity reports for invoicing purposes.

Acts as initial contact person for the Simulation Center standardized patient program; provides information to faculty, instructors, staff, students, and visitors concerning the functions, policies, and procedures of the Center, and directs queries to the proper staff. Develops good understanding of Simulation Center mission and functions and communicates this to participants and visitors. Interacts professionally, serving as a key representative of the Simulation Center

Serves as liaison between standardized patients and JHU Human Resources to facilitate recruitment, hiring, and orientation.

Maintains employee records for casual employees including requests from the unemployment office and flu policy compliance.

• Assists with financial analysis regarding projected changes in the fiscal year revenues and expenses; participates in the development of the departmental and sponsored budgets by identifying and posting all expenses related to the project.

• Processes accounting transactions such as travel reimbursements, on-line payment requests, cost transfers, and shopping carts.

• Issues work orders for housekeeping, facilities, etc. Coordinates facilities and housekeeping activities with Sim Center calendar/operations.

• Acts as office/Center liaison to coordinate courses, meetings, and conferences, including the annual PICU Fellows BOOTCAMP.

• Ensures proper set-up, logistics, food, and registration for meetings, projects, conferences and Simulation Center courses. Recruits faculty instructors and coordinates travel arrangements for external participating faculty instructors.

• Works at a high degree of proficiency with Microsoft Office with particular emphasis on Word and Excel, as well as some graphics applications; works proficiently on both PC and Macintosh OSX platforms.

• Tracks and maintains inventory of office equipment and supplies. Assists Simulation Center staff with creating inventory systems for simulation and disposable medical supplies. Purchases training supplies as necessary.

• Formats and proofreads manuscripts, reports, and other documents for organization, structure and style; proofreads for grammatical or typographical errors.