Administrative Coordinator (DOM General Internal Medicine)

The Administrative Coordinator will provide administrative support and perform general office management duties necessary for the efficient operation of an office, unit, or program. The responsibilities of this role require significant collaboration and coordination with others.

The Johns Hopkins Urban Health Institute (UHI), established in 2000, is a university-wide initiative that fosters collaboration, builds capacity, and promotes change through partnerships across the university and Baltimore community. UHI is seeking an Administrative Coordinator to provide comprehensive administrative and operational support for the Institute's daily activities, including office management, financial transactions, procurement, and executive support. Working closely with Institute leadership and university partners, this position helps ensure efficient, accurate, and effective administrative operations.

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 above

- Coordinate and monitor administrative workflows, tracking systems, and operational requests across the Institute.
- Serve as an administrative liaison with university departments and external partners to facilitate timely completion of operational processes.

- Coordinate procurement, vendor onboarding, contracting, invoice processing, and payment requests in collaboration with university offices.
- Maintain documentation and tracking records related to purchasing, financial transactions, reimbursements, and other administrative processes.

- Coordinate administrative onboarding processes for staff, students, temporary employees, and consultants, including documentation, workspace preparation, and access requests.

Minimum Qualifications

- 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.

Preferred Qualifications

Technical qualifications and specialized certifications

- Highly proficient with Microsoft Office programs including Outlook, Word, Excel and PowerPoint.

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 
Job Posting Title (Working Title): Administrative Coordinator (DOM General Internal Medicine)   
Role/Level/Range: ATO 37.5/02/OE  
Starting Salary Range : $18.65 - $34.75 HRLY ($26.65 targeted; Commensurate w/exp,) 
Employee group: Casual / On Call 
Schedule : Flexible 
FLSA Status: Non-Exempt 
Location : Hybrid/School of Medicine Campus  
Department name: SOM DOM General Internal Medicine   
Personnel area: School of Medicine