Administrative Coordinator (DOM Bay Geriatric Medicine)

The Johns Hopkins University; Baltimore (MD); Hybrid; USD 39,000 - 72,000; Full time

Job summary

The Johns Hopkins University seeks an Administrative Coordinator to provide comprehensive administrative support and office management for its unit. The role requires collaboration across teams and strong organizational skills.

Responsibilities include calendar management, meeting coordination, preparation of materials, and coordination of general office services. Hybrid work is available, with the Bayview campus as a primary location.

Qualifications

• High school diploma or equivalent required.
• Two years of related administrative experience.
• Additional education may substitute for required experience per JHU policy.
• Proficiency with Microsoft Office Suite is essential.
• Strong attention to detail and organizational skills are required.

Responsibilities

• Plan, support, and organize daily activities of the office, unit, or program.
• Manage team or individual calendars, plan and schedule meetings, and coordinate logistics.
• Prepare meeting materials and provide staff support; record minutes and follow up on actions.
• Coordinate general office services including payroll, purchasing, and records control.
• Coordinate preparation and logistics for events, workshops, and conferences.
• Support basic financial tasks such as expense reports and invoices.

Skills

Calendar Management

Oral and Written Communications

Organizational Skills

Meeting Coordination

Office Procedures

Electronic Office Tools

Event Coordination

Financial Administration

Report Writing

Tools

Outlook

Word

Excel

PowerPoint

EPIC

RightFax

Zoom

SAP

Qgenda

Job description

We are seeking an Administrative Coordinator who will provide administrative support and perform general office management duties necessary for the efficient operation of an office, unit, or program. The responsibilities of this role require significant collaboration and coordination with others.

Specific Duties & Responsibilities

• Plan, support, and organize daily activities of the office, unit, or program.
• Manage team or individual calendars, plan and schedule meetings, and coordinate associated logistics.
• Prepare meeting materials (e.g., draft agenda, collect relevant information) and provide staff support for meetings. Record and draft meeting minutes, monitor and follow-up on action items.
• Coordinate and provide various general office services, e.g., payroll, purchasing, records control, office moves/renovations, repairs and maintenance.
• May serve as the liaison or contact with internal and external service providers.
• Identify and resolve administrative problems and issues.
• Analyze operating practices, processes and procedures (e.g., record keeping systems, forms control, office layout, workflow requirements).
• Develop and recommend administrative processes/procedures to assure efficiency in general office operations; interpret and communicate operating policies
• Develop and compile reports.
• Assist with the preparation of presentations.
• Assist with planning special events/functions, including workshops, conferences, etc.
• Perform non-routine and confidential administrative functions, as needed.
• Coordinate work assignments of students and/or temporary office support, as needed.
• Coordinate preparation, set up and logistics for events/functions.
• Assist with basic financial tasks, e.g. expense reports, invoices, reimbursements.
• Other duties as assigned.

Minimum Qualifications

• High school diploma or graduation equivalent.
• Two years of related experience.
• Additional education may substitute for required experience to the extent permitted by the JHU equivalency formula.

Technical Qualifications & Specialized Certifications

• Highly proficient with Microsoft Office programs including Outlook, Word, Excel and PowerPoint.
• Intermediate Skill level in EPIC, RightFax, Zoom and other video conferencing tools. SAP and Qgenda preferred, but not required.
• A demonstrated attention to detail and organizational skills are critical as the successful candidate will be required to track and/or manage multiple short term and long term projects and priorities simultaneously while maintaining a high degree of accuracy
• Develop institutional relationships based on a level of understanding and knowledge of the University and its internal and external relationships. Communicate regularly with individuals and groups across the JH institutions and with external constituents
• Exchange and coordinate information using tact, accuracy, clarity and persuasion
• Strong verbal and written communication skills are essential
• Responsible for the execution and completion of special projects and assignments

Technical Skills & Expected Level Of Proficiency

• Calendar Management - Intermediate
• Electronic Office Tools - Intermediate
• Event Coordination - Intermediate
• Financial Administration - Intermediate
• Meeting Coordination - Intermediate
• Office Procedures - Intermediate
• Oral and Written Communications - Intermediate
• Organizational Skills - Intermediate
• Report Writing - Intermediate

The core technical skills listed are most essential; additional technical skills may be required based on specific division or department needs.

Classified Title: Administrative Coordinator

Role/Level/Range: ATO 37.5/02/OE

Starting Salary Range: $18.65 - $34.75 HRLY ($54,080 targeted; Commensurate w/exp.)

Employee group: Full Time

Schedule: M-F 8:30a - 5p

FLSA Status: Non-Exempt

Location: Hybrid/Johns Hopkins Bayview

Department name: SOM DOM Bay Geriatric Medicine

Personnel area: School of Medicine