Johns Hopkins, founded in 1876, is America's first research university and home to nine world-class academic divisions working together as one university.
We are seeking a Sr. Administrative Coordinator who will be a critical member of the Student Health and Well-Being (SHWB) administrative team at Johns Hopkins University in the DC Student Health Center. The Sr. Administrative Coordinator will serve as the primary front-facing representative of SHWB's integrated clinical services (Primary Care and Mental Health) in DC, ensuring students and learners receive welcoming, seamless, and responsive support. Under the direction of the Sr. Administrative…
Manager, the Sr. Administrative Coordinator will manage key front desk functions while supporting operational consistency across all SHWB clinic sites in addition to clinic management. Their role is highly responsive, requiring excellent customer service skills in triaging large volume walk-in patients during on-going clinic operations. This position requires strong communication skills with the ability to multitask in a fast-paced environment with professionalism and calmness.
Specific Duties & Responsibilities- Manage phones, appointment scheduling, faxing, and copying tasks at the front desk. Maintain accurate and up-to-date patient demographic, insurance, and eligibility information.
- Greet patients, check them in and out of the clinic in a professional, friendly, and confidential manner, including processing charge tickets and payments. Provide directions, documentation, and interpretation of support, and assist patients with accessing services as needed.
- Support compliance-related check-in processes such as student entrance health screenings and immunization documentation, review submitted health forms for compliance purposes, and conduct handwashing surveys.
- Support physical clinic space to ensure a professional, welcoming, and well-functioning environment and handle facilities, telecom, and IT-related tickets, troubleshooting on–site coordination.
- Manage inventory for office supplies, medical supplies, vending machines, pharma, vaccines, and durable medical equipment for resale for the DC clinic, working in collaboration with the SHWB finance team.
- Plan, support, and organize daily activities of the office, unit, or program.
- Provide complex administrative, project, and calendar support to a Dean, Associate Dean, Department Chair, program leadership, or comparable business leaders.
- Manage team and/or assigned leaders’ calendars; plan and schedule 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 appropriate circumstances within the scope of the position’s responsibility and purview.
- Independently develop and manage complex and key administrative projects (databases, reports, grant proposals, office workflow, records control, course materials).
- Coordinate purchasing processes; process various department bills and reconcile accounts.
- 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.
- 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 or other service providers.
- Identify and resolve administrative problems and issues.
- Analyze operating practices, processes and procedures (e.g., record keeping systems, forms control, office layout, personnel requirements).
- Develop and recommend administrative processes/procedures to ensure efficiency in general office operations, interpret and communicate operating policies.
- Develop and produce reports.
- Assist with preparation of presentations.
- Assist with planning special events/functions, including workshops, conferences, etc.
- Coordinate preparation, set up, and logistics for department/office events/functions.
- May perform some non-routine and confidential administrative functions.
- Coordinate work assignments of students and/or temporary office support, 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 to the extent permitted by the JHU equivalency formula.
Preferred Qualifications
- Highly proficient with Microsoft Office programs including Outlook, Word, Excel, and PowerPoint.
Classified Title: Sr. Administrative Coordinator
Role/Level/Range: ATO 37.5/03/OF
Starting Salary Range: $21.80 - $37,80 HRLY (Commensurate
w/exp.)
Employee group: Full Time
Schedule: M - F 8:00 AM to 5:00 PM
FLSA Status: Non-Exempt
Location: District of Columbia
Department name: Student Health and Well-Being
Personnel area: University Student Services
The successful candidate(s) for this position will be subject to a pre-employment background check.
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 HR Business Services Office at jhurecruitment@jhu.edu. For TTY users, call via Maryland Relay or dial 711.
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.
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