Administrative Coordinator

Johns Hopkins University; Baltimore (MD); On-site; USD 24,796 - 46,838; Full time

Job summary

Johns Hopkins University seeks an Administrative Coordinator for the Department of Physical Medicine and Rehabilitation at East Baltimore. The role oversees administrative tasks, supports PMR faculty, and acts as the clinical practice liaison, exercising discretion in day-to-day operations.

Responsibilities include greeting visitors, managing calendars, processing mail, coordinating travel, and assisting with special projects. Requires strong organizational skills and independence.

Qualifications

• High school diploma or GED required.
• Two years of related experience required.
• Education may substitute for experience per policy.

Responsibilities

• Greet and assist visitors.
• Answer multi-line telephones and route calls.
• Process mail and faxes; maintain electronic calendar.
• Schedule travel and meetings for Vice Chair and physicians.
• Assist with projects and events as needed.
• Maintain files and data as needed.

Skills

Independent worker

Multitasking

Detail oriented

Interpersonal skills

Education

High school diploma or GED

Tools

Microsoft Word

Excel

Database knowledge

Job description

The Department of Physical Medicine is seeking an Administrative Coordinator. This position is responsible for oversight and coordination of administrative functions. This position manages and/or completes tasks as assigned by the Department Administrative Specialist at our East Baltimore location. This position performs a variety of clinical and administrative duties to support the PMR faculty. Serves as the department’s clinical practice liaison and exercises discretion and judgment in the resolution of day-to-day operations.

Primary Duties and Responsibilities

Administrative

• Greet and assist all visitors to the Department.
• Answer multi-line telephones.
• Refer callers to the appropriate person/office and take detailed messages when appropriate.
• Open, review, and distribute incoming mail.
• Process outgoing mail.
• Receive and distribute incoming faxed documents.
• Fax and scan administrative documents as needed (incoming faxes and correspondence relating to patients should be forwarded to the clinic).
• Maintain a conflict‑free electronic calendar for the Vice Chair of Quality and Safety and Physicians by scheduling, coordinating and monitoring administrative meetings and appointments.
• Consult with the Administrative Specialist as needed.
• Schedule and coordinate travel arrangements for the Vice Chair of Quality and Safety Physicians as needed.
• Process patient record requests by forwarding information to the Medical Records Office.
• Assist/manage projects and/or special events planning as requested.
• Perform other duties as assigned.

Financial

• Accounts Payable: Accurately process check requests to pay invoices.
• Purchasing: Process shopping carts to generate purchase orders for office supplies and equipment for various PMR office locations (Phipps, Meyer, White Marsh and Greenspring Station).
• Expense Reimbursements: accurately process travel reimbursements.
• Maintain appropriate documentation for all financial transactions.

Operational Functions

• As necessary, submit and follow up on work requests to Facilities and Catering.
• Telecommunications and IT.
• Perform an inventory of supplies and equipment.
• Maintain administrative equipment.

General

• Display a professional manner.
• Demonstrate initiative and responsibility.
• Work both independently and as a team.
• Prioritize and perform multiple tasks.

Additional Duties

• Maintain files and data compilation as needed.
• Update Outlook Group as directed.
• Order Lab coats for PMR clinical faculty as directed.

Minimum Qualifications

• High school diploma or graduation equivalent.
• Two years of related experience.
• Additional education may substitute for required experience, and additional related experience may substitute for required education, permitted by the JHU equivalency formula, beyond a high school diploma/graduation equivalent, to the extent

Preferred Qualifications

• Ability to work independently and manage multiple tasks, detail-oriented.
• Highly attentive to detail and deadlines.
• Self‑motivated, strong interpersonal skills.
• Ability to use a personal computer; proficiency in Microsoft Word and Excel; database and spreadsheet knowledge.
• Must be able to effectively prioritize and work on multiple tasks with concurrent deadlines and demonstrate excellent time management skills and efficiency.

Classified Title: Administrative Coordinator
Job Posting Title (Working Title):Administrative Coordinator
Role/Level/Range: ATO 40/E/02/OE
Starting Salary Range: $18.20 - $33.90 HRLY (Targeted $54,000.00/Commensurate with experience)
Employee group: Full Time
Schedule: Monday - Friday, 8:30 AM - 5:00 PM
FLSA Status:Non-Exempt
Location: Johns Hopkins Bayview
Department name: Physical Medicine and Rehabilitation
Personnel area: School of Medicine