Sr. Administrative Coordinator (Anesthesiology and Critical Care Medicine)

We are seeking a Sr. Administrative Coordinator   (Anesthesiology & Critical Care Medicine)  who will provide administrative support and perform general office management duties necessary for the efficient operation of an office, unit or program. This position may provide support for fiscal and budget management for the assigned area, and provide project support to a Dean, Associate Dean, Department Chair, program leadership or comparable business leaders. The responsibilities of this role require significant collaboration and coordination with others.

Specific Duties & Responsibilities

- Plan, support, and organize daily activities of the office, unit or program.
- Provide complex administrative support for the ACCM Director’s Office and two ACCM Divisions.
- Manage complex calendars, schedule meetings and appointments, coordinate agendas, prepare materials, capture decisions, and action items, and follow up on deliverables.
- Prepare, edit, and format correspondence, reports, presentations, spreadsheets, and other documents for internal and external audiences.
- Support the administration of the department/division’s budget, including monitoring and tracking expenses, purchasing process, budget reconciliation, resolving issues, reimbursements, and assisting with developing budget projections and collecting information for budget development.
- May represent department management in appropriate circumstances within the scope of the position’s responsibility and purview.
- Coordinate travel and logistics for faculty candidates, guest lecturers, and invited visitors, including itineraries, transportation, lodging, interviews, timely reimbursements, and honoraria.
- Coordinate faculty and staff onboarding, orientation, transfers, and offboarding in coordination with Human Resources, Finance, Credentialing, Information Technology, Facilities, and other departments.
- 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.
- Maintain organized electronic files, shared drives, distribution lists, contact rosters, and document-control practices to support efficient retrieval and continuity.
- Coordinate and provide various general office services, e.g., purchasing, records control, office moves/renovations, repairs, and maintenance.
- Screen and triage incoming correspondence, requests, mail, and telephone calls; route issues appropriately and escalating time-sensitive matters.
- 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, and evaluation control, personnel requirements).
- Support Qgenda and other approved scheduling systems as assigned, including maintaining accurate administrative information.
- Develop and recommend administrative processes/procedures to ensure efficiency in general office operations, interpret, and communicate operating policies.
- Assist with planning special events/functions, including workshops, conferences, and other events and activities for the department/Director’s Office.
- Maintain accurate transaction records and supporting documentation and assist the ACCM Administrator with budget tracking, forecasts, and operational reporting as requested.
- Coordinate with vendors, Procurement, Finance, Facilities, and Information Technology to support timely execution of approved divisional needs.
- May perform some non-routine and confidential administrative functions.
- Other duties as assigned.

In addition, this position will work closely with the division chiefs (2) within the department to coordinate administrative activities for the faculty and staff within each division. The coordinator supports divisional business operations, faculty administration, meetings, projects, and financial transactions. The position requires strong organization, professionalism, and the ability to manage competing priorities in a complex academic medical center.

Minimum Qualifications

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

Preferred Qualifications

- Experience supporting an ACGME-accredited residency or fellowship program.
- Experience with New Innovations, ERAS, Thalamus, MedHub, or similar educational management systems.
- Knowledge of ACGME, ABA, and NRMP requirements.

Technical Qualifications & Specialized Certifications:
- Highly proficient with Microsoft Office programs including Outlook, 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 specific division or department needs.

Classified Title: Sr. Administrative Coordinator 
Role/Level/Range: ATO 40/E/03/OF  
Starting Salary Range: $21.80 - $37.80 HRLY ($65,000 targeted; Commensurate w/exp.) 
Employee group: Full Time 
Schedule: Mon - Fri 
FLSA Status: Non-Exempt 
Location: School of Medicine Campus  
Department name: SOM Ane General Administration   
Personnel area: School of Medicine