Administrative Coordinator (School of Medicine Pediatric Pulmonary)

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

Job summary

The Johns Hopkins University School of Medicine, Pediatric Pulmonary division, seeks an Administrative Coordinator to provide essential administrative support and manage daily office operations for efficient program functioning.

Responsibilities include coordinating calendars, meetings, materials, and staff support; handling general office services; and collaborating across departments to streamline processes and improve workflows within clinical and academic settings.

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 calendars, plan meetings, and coordinate logistics.
• Prepare meeting materials and staff support, record minutes and follow up on actions.
• Coordinate general office services including payroll, purchasing, records control, and office moves/renovations.
• Serve as liaison with internal and external service providers.
• Identify and resolve administrative problems and issues.
• Analyze operating practices and develop efficient administrative procedures.
• Develop and compile reports; assist with presentations and event planning.

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

Two years related experience

Tools

EPIC

Job description

School of Medicine, Pediatric Pulmonary is seeking an Administrative Coordinator to 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.

In addition to the duties described above

• Coordinate clinical operations and administrative workflows by supporting provider schedules, clinic templates, appointment coordination, and daily operational needs to promote efficient patient care delivery.
• Serve as the primary administrative liaison for clinical teams by coordinating communication among physicians, staff, patients, and operational partners to address scheduling needs, workflow issues, and clinic-related activities.
• Support patient access processes including appointment management, referral coordination, prior authorization tracking, and communication with patients and care teams to facilitate timely access to services.
• Maintain operational tracking and reporting activities by collecting data, monitoring workflows, supporting compliance requirements, and assisting with process improvement initiatives.
• Provide administrative support for faculty and program operations including meeting coordination, project support, documentation, and other activities requiring collaboration across multiple departments.

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

• Highly proficient with Microsoft Office programs including Outlook, Word, Excel and PowerPoint.
• Proficient in calendar management, correspondence, documentation, and operational tracking tools
• EPIC Experience a plus

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 ($60,000 targeted; Commensurate w/exp.)

Employee group: Full Time

Schedule: M-F: 8:30 to 5:00pm

FLSA Status: Non-Exempt

Location: School of Medicine Campus

Department name: SOM Ped Pulmonary

Personnel area: School of Medicine