Sr. Administrative Coordinator (Anesthesiology and Critical Care Medicine) - #Staff

John Hopkin’s University; Baltimore (MD); On-site; USD 30,000 - 52,000; Full time

Job summary

Johns Hopkins University in Baltimore seeks a Sr. Administrative Coordinator for Anesthesiology & Critical Care Medicine to provide administrative support, office management, and calendar coordination for the ACCM director and two divisions.

The role involves budgeting support, travel logistics, meeting materials, onboarding, and coordinating with HR, Finance, IT and facilities. Strong organizational, communication, and problem‑solving skills are essential in this demanding academic medical

Qualifications

• High school diploma or graduation equivalent.
• Four years of related experience.
• Education may substitute for experience and vice versa per JHU rules.

Responsibilities

• Plan, support, and organize daily activities of the office, unit or program.
• Provide complex administrative support for ACCM Director’s Office and two ACCM Divisions.
• Manage calendars, schedule meetings, coordinate agendas and follow up on deliverables.
• Prepare, edit and format correspondence, reports, presentations, and other documents.
• Support department budget administration, including monitoring expenses and budget development.
• Coordinate travel and logistics for faculty candidates, guest lecturers and visitors.
• Coordinate onboarding, orientation, transfers and offboarding with HR, Finance and IT.
• Prepare meeting materials and provide staff support for high-level meetings; record minutes.
• Maintain organized electronic files and documentation-control practices.
• Coordinate general office services: purchasing, records control, moves/renovations.
• Screen and triage correspondence and requests; route and escalate issues.
• May serve as liaison with facilities or other service providers.
• Identify and resolve administrative problems; analyze operating practices.
• Support scheduling systems and maintain accurate administrative information.
• Develop administrative processes to ensure general office efficiency.
• Assist planning events and conferences for the department/director’s office.
• Maintain transaction records; assist with budget tracking and reporting.
• Coordinate with vendors, procurement, finance, facilities and IT.
• Perform non-routine and confidential administrative functions as needed.
• Other duties as assigned.

Skills

Calendar Management

Event Coordination

Financial Administration

Interpersonal Skills

Meeting Coordination

Office Procedures

Oral and Written Communications

Organizational Skills

Project Management

Report Writing

Education

High school diploma

Tools

Microsoft Office

Outlook

Excel

Word

PowerPoint

Job description

We are seeking a Sr. Administrative Coordinator (Anesthesiology & Critical Care Medicine) who will provide administrative support and perform general office management duties necessary for the efficient operation of an office, unit or program. This position may provide support for fiscal and budget management for the assigned area, and provide project support to a Dean, Associate Dean, Department Chair, program leadership or comparable business leaders. 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.

• Provide complex administrative support for the ACCM Director’s Office and two ACCM Divisions.

• Manage complex calendars, schedule meetings and appointments, coordinate agendas, prepare materials, capture decisions, and action items, and follow up on deliverables.

• Prepare, edit, and format correspondence, reports, presentations, spreadsheets, and other documents for internal and external audiences.

• Support the administration of the department/division’s budget, including monitoring and tracking expenses, purchasing process, budget reconciliation, resolving issues, reimbursements, and assisting with developing budget projections and collecting information for budget development.

• May represent department management in appropriate circumstances within the scope of the position’s responsibility and purview.

• Coordinate travel and logistics for faculty candidates, guest lecturers, and invited visitors, including itineraries, transportation, lodging, interviews, timely reimbursements, and honoraria.

• Coordinate faculty and staff onboarding, orientation, transfers, and offboarding in coordination with Human Resources, Finance, Credentialing, Information Technology, Facilities, and other departments.

• Prepare meeting materials (e.g., draft agenda, collect relevant information) and provide staff support for high-level meetings. Record and draft minutes, monitor, and follow up on action items.

• Maintain organized electronic files, shared drives, distribution lists, contact rosters, and document-control practices to support efficient retrieval and continuity.

• Coordinate and provide various general office services, e.g., purchasing, records control, office moves/renovations, repairs, and maintenance.

• Screen and triage incoming correspondence, requests, mail, and telephone calls; route issues appropriately and escalating time-sensitive matters.

• May serve as the liaison or office contact with facilities or other service providers.

• Identify and resolve administrative problems and issues.

• Analyze operating practices, processes, and procedures (e.g., record keeping systems, forms, and evaluation control, personnel requirements).

• Support Qgenda and other approved scheduling systems as assigned, including maintaining accurate administrative information.

• Develop and recommend administrative processes/procedures to ensure efficiency in general office operations, interpret, and communicate operating policies.

• Assist with planning special events/functions, including workshops, conferences, and other events and activities for the department/Director’s Office.

• Maintain accurate transaction records and supporting documentation and assist the ACCM Administrator with budget tracking, forecasts, and operational reporting as requested.

• Coordinate with vendors, Procurement, Finance, Facilities, and Information Technology to support timely execution of approved divisional needs.

• May perform some non-routine and confidential administrative functions.

• Other duties as assigned.

In addition, this position will work closely with the division chiefs (2) within the department to coordinate administrative activities for the faculty and staff within each division. The coordinator supports divisional business operations, faculty administration, meetings, projects, and financial transactions. The position requires strong organization, professionalism, and the ability to manage competing priorities in a complex academic medical center.

Minimum Qualifications

• High school diploma or graduation equivalent.

• Four years of related experience.

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

Preferred Qualifications

• Experience supporting an ACGME-accredited residency or fellowship program.

• Experience with New Innovations, ERAS, Thalamus, MedHub, or similar educational management systems.

• Knowledge of ACGME, ABA, and NRMP requirements.

Technical Qualifications & Specialized Certifications:

• Highly proficient with Microsoft Office programs including Outlook, Word, Excel, and PowerPoint.

Technical Skills & Expected Level of Proficiency:

• Calendar Management: Intermediate

• Event Coordination: Intermediate

• Financial Administration: Intermediate

• Interpersonal Skills: Intermediate

• Meeting Coordination: Intermediate

• Office Procedures: Intermediate

• Oral and Written Communications: Intermediate

• Organizational Skills: Intermediate

• Project Management: Developing

• 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: Sr. Administrative Coordinator

Role/Level/Range: ATO 40/E/03/OF

Starting Salary Range: $21.80 - $37.80 HRLY ($65,000 targeted; Commensurate w/exp.)

Employee group: Full Time

Schedule: Mon - Fri

FLSA Status: Non-Exempt

Location: School of Medicine Campus

Department name: SOM Ane General Administration

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.