Administrative Coordinator

The Department of Physical Medicine is seeking an Administrative Coordinator. This position is responsible for oversight and coordination of administrative functions. This position manages and/or completes tasks as assigned by the Department Administrative Specialist at our East Baltimore location. This position performs 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 the resolution of day-to-day operations.

Primary Duties and Responsibilities

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 a 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 the 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 for 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 and Catering.
• Telecommunications and IT.
• Perform an inventory of supplies and equipment.
• Maintain administrative equipment.

General

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

In addition to these duties, the Administrative Coordinator will

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

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

• Ability to work independently and manage multiple tasks, detail-oriented.
• Highly attentive to detail and deadlines.
• Self-motivated, strong interpersonal skills.
• Ability to use a 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.

Classified Title: Administrative Coordinator 
Job Posting Title (Working Title): Administrative Coordinator   
Role/Level/Range: ATO 40/E/02/OE  
Starting Salary Range: $18.20 - $33.90 HRLY (Targeted $54,000.00/Commensurate with experience) 
Employee group: Full Time 
Schedule: Monday - Friday, 8:30 AM - 5:00 PM 
FLSA Status: Non-Exempt 
Location: Johns Hopkins Bayview 
Department name: Physical Medicine and Rehabilitation  
Personnel area: School of Medicine