Administrative Coordinator (School of Medicine Pediatric Pulmonary)

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.

• 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.

• 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