Administrative Coordinator (DOM Bay Geriatric Medicine)

Johns Hopkins University; Baltimore (MD); Hybrid; USD 26,000 - 48,000; Full time

Job summary

Johns Hopkins University in Baltimore is seeking an Administrative Coordinator to provide essential office support and coordinate daily operations across the SOM Bay Geriatric Medicine team. Responsibilities include calendar management, meeting logistics, document preparation, event planning, and basic financial tasks; the role requires accuracy and strong communication.

Hybrid schedule, non-exempt, with influenza vaccination requirements; starting salary range $18.65–$34.75 per hour,

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.

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 and provide staff support for meetings; record and draft 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 liaison with internal and external service providers.
• Identify and resolve administrative problems and issues.
• Analyze operating practices, processes and procedures.
• Develop and recommend administrative processes to assure efficiency in general office operations; interpret and communicate policies.
• Develop and compile reports.
• Assist with presentations.
• Assist with planning special events/functions, including workshops, conferences.
• Perform non-routine and confidential administrative functions.
• Coordinate work assignments of students and/or temporary office support.
• Coordinate preparation, set up and logistics for events/functions.
• Assist with basic financial tasks, e.g., expense reports, invoices, reimbursements.

Skills

Microsoft Office

Outlook

Word

Excel

PowerPoint

EPIC

RightFax

Zoom

SAP

Qgenda

Communication skills

Organizational skills

Education

High School Diploma

Tools

EPIC

RightFax

Zoom

SAP

Qgenda

Job description

Johns Hopkins, founded in 1876, is America's first researchuniversity and home to nine world-class academic divisions workingtogether as one university.

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 requires 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.

Preferred Qualifications

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

The successful candidate(s) for this position will be subject to a pre-employment background check.

The following additional provisions may apply depending on which campus you will work. Your recruiter will advise accordingly.

During the Influenza ("the flu") season, as a condition of employment, The Johns Hopkins Institutions require all employees who provide ongoing services to patients or work in patient care or clinical care areas to have an annual influenza vaccination or possess an approved medical or religious exception. Failure to meet this requirement may result in termination of employment.

The pre-employment physical for positions in clinical areas, laboratories, working with research subjects, or involving community contact requires documentation of immune status against Rubella (German measles), Rubeola (Measles), Mumps, Varicella (chickenpox), Hepatitis B and documentation of having received the Tdap (Tetanus, diphtheria, pertussis) vaccination. This may include documentation of having two (2) MMR vaccines; two (2) Varicella vaccines; or antibody status to these diseases from laboratory testing. Blood tests for immunities to these diseases are ordinarily included in the pre-employment physical exam except for those employees who provide results of blood tests or immunization documentation from their own health care providers. Any vaccinations required for these diseases will be given at no cost in our Occupational Health office.

Equal Opportunity Employer

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