Administrative Coordinator

We are seeking an Administrative Coordinator. This position is responsible for oversight and coordination of the administrative functions for the Department of Physical Medicine. This position manages and/or completes tasks as assigned by the Department Administrative Specialist at our East Baltimore location. These positions perform a variety of clinical and administrative duties to support the PMR faculty. Serves as the department's clinical practice liaison and exercises discretion and judgment in resolution of day-to-day operations.

Specific Duties & Responsibilities

General

• Display a professional manner.
• Demonstrate initiative and responsibility.
• Work both independently and as a team.
• Prioritize and perform multiple tasks.

Administrative

• Greet and assist all visitors to the Department.
• Answer multi-line telephones.
• Refer callers to the appropriate person/office and take detailed messages when appropriate.
• Open, review, and distribute incoming mail.
• Process outgoing mail.
• Receive and distribute incoming faxed documents.
• Fax and scan administrative documents as needed (incoming faxes and
• correspondence relating to patients should be forwarded to the clinic).
• Maintain conflict-free electronic calendar for the Vice Chair of Quality and Safety and Physicians by scheduling, coordinating and monitoring administrative meetings and appointments.
• Consult with Administrative Specialist as needed.
• Schedule and coordinate travel arrangements for the Vice Chair of Quality and Safety Physicians as needed.
• Process patient record requests by forwarding information to the Medical Records

Office

• Assist/manage projects and/or special events planning as requested.
• Perform other duties as assigned.

Financial

• Accounts Payable - Accurately process check requests to pay invoices.
• Purchasing - Process shopping carts to generate purchase orders and office supplies and equipment for various PMR office locations (Phipps, Meyer, White Marsh and Greenspring Station).
• Expense Reimbursements: accurately process travel reimbursements.
• Maintain appropriate documentation for all financial transactions.

Operational Functions

• As necessary, submit and follow up on work requests to Facilities, Catering, Telecommunications and IT.
• Perform inventory of supplies and equipment.
• Maintain administrative equipment.

Miscellaneous

• Maintain files and data compilation as needed.
• Update Outlook Group as directed.
• Order Lab coats for PMR clinical faculty as directed.

• High School diploma/GED and three years administrative experience required.
  
• Additional education can substitute for experience, to the extent permitted by the JHU Equivalency Formula

• Ability to work independently and manage multiple tasks, detail oriented, self-motivated, strong interpersonal skills, ability to use personal computer, proficiency in Microsoft Word and Excel, database and spreadsheet knowledge.
• Must be able to effectively prioritize and work on multiple tasks with concurrent deadlines and demonstrate excellent time management skills and efficiency.
• Ability to work independently and manage multiple tasks.
• Highly attentive to detail and deadlines.

Classified Title: Administrative Coordinator
Role/Level/Range: ATO 37.5/02/OE
Starting Salary Range: Min $18.- Max $33.50 HRLY ($50,000 targeted; Commensurate with experience)
Employee group: Full Time
Schedule: M-F/8a-5p
Exempt Status: Non-Exempt
Location: School of Medicine Campus
Department name: SOM PMR Physical Med and Rehabilitation
Personnel area: School of Medicine

Total Rewards
The referenced salary range is based on Johns Hopkins University's good faith belief at the time of posting. Actual compensation may vary based on factors such as geographic location, work experience, market conditions, education/training and skill level. Johns Hopkins offers a total rewards package that supports our employees' health, life, career and retirement. More information can be found here:

Please refer to the job description above to see which forms of equivalency are permitted for this position. If permitted, equivalencies will follow these guidelines:
JHU Equivalency Formula: 30 undergraduate degree credits (semester hours) or 18 graduate degree credits may substitute for one year of experience. Additional related experience may substitute for required education on the same basis. For jobs where equivalency is permitted, up to two years of non-related college course work may be applied towards the total minimum education/experience required for the respective job.

Applicants who do not meet the posted requirements but are completing their final academic semester/quarter will be considered eligible for employment and may be asked to provide additional information confirming their academic completion date.

The successful candidate(s) for this position will be subject to a pre-employment background check. Johns Hopkins is committed to hiring individuals with a justice-involved background, consistent with applicable policies and current practice. A prior criminal history does not automatically preclude candidates from employment at Johns Hopkins University. In accordance with applicable law, the university will review, on an individual basis, the date of a candidate's conviction, the nature of the conviction and how the conviction relates to an essential job-related qualification or function.

The Johns Hopkins University values diversity, equity and inclusion and advances these through our key strategic framework, the JHU Roadmap on Diversity and Inclusion .

Accommodation Information

If you are interested in applying for employment with The Johns Hopkins University and require special assistance or accommodation during any part of the pre-employment process, please contact the Talent Acquisition Office at . For TTY users, call via Maryland Relay or dial 711. For more information about workplace accommodations or accessibility at Johns Hopkins University, please visit accessibility.jhu.edu .

Johns Hopkins has mandated COVID-19 and influenza vaccines, as applicable. The COVID-19 vaccine does not apply to positions located in the State of Florida. Exceptions to the COVID and flu vaccine requirements may be provided to individuals for religious beliefs or medical reasons. Requests for an exception must be submitted to the JHU vaccination registry. For additional information, applicants for SOM positions should visit and all other JHU applicants should visit .

The following additional provisions may apply, depending on campus. Your recruiter will advise accordingly.

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.

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