Administrative Coordinator (DOM Bay Geriatric Medicine) - #Staff

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

Benefits offered by this job

Hybrid work arrangement

Job summary

Johns Hopkins University seeks an Administrative Coordinator to provide essential office support and coordinate day-to-day activities across the unit. The role requires strong organizational skills and proficiency with Microsoft Office, EPIC, and other tools.

Responsibilities include calendar management, meeting logistics, preparing materials, and assisting with special events. The position is hybrid with regular collaboration across Johns Hopkins Bayview and SOM DOM Bay Geriatric Medicine.

Qualifications

• High school diploma or GED is required.
• Two years of related experience is required.
• Additional education may substitute for required experience per 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 action items.
• Coordinate and provide general office services including payroll, purchasing, records control, office moves/renovations, repairs and maintenance.
• Serve as liaison with internal and external service providers and resolve administrative problems.
• Analyze operations, processes and procedures to improve efficiency and accuracy.
• Develop and compile reports and communicate policies; assist with presentations.
• Assist with planning events, workshops, conferences, etc.; coordinate logistics.
• Perform confidential administrative functions; coordinate student/temporary staff work assignments.

Skills

Calendar Management

Electronic Office Tools

Event Coordination

Financial Administration

Meeting Coordination

Office Procedures

Oral and Written Communications

Organizational Skills

Report Writing

Education

High school diploma or GED

Tools

EPIC

RightFax

Zoom

SAP

Qgenda

Microsoft Office

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.

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

Equal Opportunity Employer

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.