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. Minimum Qualifications * 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 Preferred Qualifications * 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