Sr. Administrative Coordinator (DOM Bay General Internal Medicine)

Johns Hopkins University; Baltimore (MD); Hybrid; USD 50,000 - 56,000; Full time

Job summary

Johns Hopkins University seeks a Sr. Administrative Coordinator to provide administrative support and manage office operations for a department. You will collaborate with Deans and Chairs, manage calendars, and support budgets and reporting.

The role involves coordinating meetings, events, and logistics, handling confidential tasks, and developing efficient processes to ensure smooth daily operations.

Qualifications

• High school diploma or graduation equivalence.
• Four years of related experience.
• Education may substitute for experience and vice versa where permitted.

Responsibilities

• Plan, support, and organize daily activities of the office, unit or program.
• Provide complex administrative, project, and calendar support to senior leaders.
• Manage calendars, plan meetings, and coordinate logistics.
• Support department budgets, monitor expenses, and assist with projections.
• Develop and manage administrative projects (databases, reports, proposals).
• Coordinate purchasing processes and reconcile department bills.
• Prepare meeting materials and provide staff support for high-level meetings.
• Record and draft minutes; follow up on actions.
• Coordinate office services and liaison with facilities or vendors.
• Identify and resolve administrative problems and improve processes.

Skills

Calendar Management

Event Coordination

Financial Administration

Interpersonal Skills

Meeting Coordination

Office Procedures

Oral and Written Communications

Organizational Skills

Project Management

Report Writing

4 years of related experience

Education

High school diploma or graduation equivalence

Tools

Microsoft Office

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 a Sr. Administrative Coordinator who willprovide administrative support and perform general officemanagement duties necessary for the efficient operation of anoffice, unit or program. This position may provide support forfiscal and budget management for the assigned area, and provideproject support to a Dean, Associate Dean, Department Chair,program leadership or comparable business leaders. Theresponsibilities of this role require significant collaboration andcoordination with others.

Specific Duties & Responsibilities

• Plan, support, and organize daily activities of the office, unit or program.
• Provide complex administrative, project, and calendar supportto a Dean, Associate Dean, Department Chair, program leadership or comparable business leaders.
• Manage team and/or assigned leaders’ calendars; plan andschedule meetings and coordinate associated logistics.
• Support the administration of the department/unit's budget,including monitoring and tracking expenses, budget reconciliation,resolving issues, and assisting with developing budget projections,collecting information for budget development.
• May represent department management in appropriatecircumstances within the scope of the position’s responsibility andpurview.
• Independently develop and manage complex and key administrativeprojects (databases, reports, grant proposals, office workflow,records control, course materials).
• Coordinate purchasing processes; process various departmentbills and reconcile accounts.
• Prepare meeting materials (e.g., draft agenda, collect relevantinformation) and provide staff support for high-level meetings.Record and draft minutes, monitor and follow-up on actionitems.
• 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 office contact with facilities orother service providers.
• Identify and resolve administrative problems and issues.
• Analyze operating practices, processes and procedures (e.g.,record keeping systems, forms control, office layout, personnelrequirements).
• Develop and recommend administrative processes/procedures toensure efficiency in general office operations, interpret andcommunicate operating policies.
• Develop and produce reports.
• Assist with preparation of presentations.
• Assist with planning special events/functions, includingworkshops, conferences, etc.
• Coordinate preparation, set up and logistics fordepartment/office events/functions.
• May perform some non-routine and confidential administrativefunctions.
• Coordinate work assignments of students and/or temporary officesupport, as needed.
• Other duties as assigned.

Minimum Qualifications

• High school diploma or graduation equivalent.

• Four years of related experience.

• Additional education may substitute for required experience andadditional related experience may substitute for required educationbeyond a high school diploma/graduation equivalent, to the extentpermitted by the JHU equivalency formula.

Preferred Qualifications

Technical Qualifications & Specialized Certifications

• Highly proficient with Microsoft Office programs includingOutlook, 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 specificdivision or department needs.

Classified Title: Sr. Administrative Coordinator

Role/Level/Range: ATO 37.5/03/OF

Starting Salary Range: $21.80 - $37,80 HRLY ($52,000 targeted;Commensurate w/exp.)

Employee group: Full Time

Schedule: M-F 8a - 4:30p

FLSA Status: Non-Exempt

Location: Hybrid/Johns Hopkins Bayview

Department name: SOM DOM Bay General Internal 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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