Administrative Coordinator

  • Johns Hopkins University
  • Aug 07, 2023
Full time Admin-Clerical

Job Description

Administrative Coordinator

The School of Advance International Studies is seeking multiple Administrative Coordinators who will provide complex administrative and project support to our faculty members.

This position is located in Washington, D.C.


Specific Duties & Responsibilities


General Office Support

  • Coordinates and assists with planning of special projects and events, office activities, and committee meetings including making room reservations, trouble-shooting small-scale events or meetings, ordering food/catering, booking travel for guest speakers, marketing, managing RSVP lists, preparing materials, providing onsite support, and coordinating with central events staff as needed.
  • Screens and prioritizes incoming correspondence, phone calls, and visitors.
  • Processes faculty procurement requests. Places orders, verifies shipments, and resolves purchasing related issues.
  • Processes faculty non-travel/vendor invoice payments. New vendor set-up requests, invoice processing, independent contractor and shopping cart/purchase order related requests.
  • Identifies and resolves administrative problems and issues. Develops and recommends administrative processes/procedures to assure efficiency. Interprets and communicates operating policies.
  • Operates office equipment such as copier, fax machine, scanner, and calculator; coordinates the servicing of equipment; supports faculty with making copies (syllabi, exams, articles).
  • Picks up and delivers materials and supplies as requested.
  • Scans office materials and/or processes paperwork.
  • Researches and assembles materials for presentations.
  • Maintains shared calendars.
  • Maintains records through filing, retrieval, retention, storage, compilation, updating and destruction; establishes and maintains an organized filing system according to office procedures to ensure the expeditious retrieval of information.
  • Assists faculty in submitting and tracking status of Facility Work Orders and IT Help Desk tickets through ZenDesk.
  • Maintains shared office supply rooms.
  • Helps onboard new faculty to make sure they have IDs, proper accounts, technology support.
  • Facilitate faculty orientations and training sessions on JHU programs and software.
  • In conjunction with the library, ensure that all syllabi are properly uploaded and available to students.
  • Work with online vendor to ensure textbooks are uploaded and available in a timely manner.
  • Review all course evaluations for comments, ratings and improvements.
  • Manage and moderate student and faculty email lists.
  • Support Teaching Assistant (TA) and student worker hiring and management.


Budget Support

  • Administers daily operations (budget and billing verifications, changes, corrections, and updates) and provides complete follow-up.
  • Provides support to faculty and administrative staff in monitoring and reconciling department or unit expenses against budget.
  • Creates and maintains spreadsheets utilizing appropriate software applications.
  • Reviews and reconciles monthly expense statements, monitors monthly expenditures, and gathers supporting documentation for supervisor review and approval.
  • Locates and compiles information and formats reports, graphs, tables, records, and other sources of information.


Scope of Responsibility

  • Knows the informal and formal school goals, standards, policies and procedures which may include some familiarity of centers/programs within the school.
  • Is sensitive to the interrelationship of both people and functions within the department.


Decision Making

  • On a regular and continuous basis exercises administrative judgment and assumes responsibility for decisions, consequences, and results having an impact on people, costs, and/or quality of service within a functional area.


Special Knowledge, Skills & Abilities

  • Demonstrated organizational skills with proven ability to effectively prioritize workload.
  • Exceptional oral, written and interpersonal communication skills.
  • Proven ability to multi-task and process data quickly with a high level of accuracy.
  • Ability to work collaboratively as part of a team.
  • Ability to work effectively with faculty, staff and students from a variety of diverse backgrounds.
  • Ability to take initiative and be proactive with workload and meet deadlines.
  • Excellent computer literacy, word processing, and spreadsheet skills.
  • Experience in administrative support in an office setting including calendaring; word processing; data research; travel arrangements; minutes; maintaining filing systems and working with confidential materials.
  • Previous work experience in administration at a higher education institution with a strong customer service orientation.
  • Budget Authority: May reconcile expenses and assist with keeping track of expenses.

Minimum Qualifications

  • High School Diploma or graduation equivalent.
  • Three years related experience.
  • Additional education may substitute for required experience, to the extent permitted by the JHU equivalency formula.

Preferred Qualifications

  • Bachelors Degree


* JHU Equivalency Formula: 30 undergraduate degree credits (semester hours) or 18 graduate degree credits may substitute for one year of experience.


Classified Title: Administrative Coordinator 
Role/Level/Range: ATO 37.5/02/OE  
Starting Salary Range: Min $18.00 - Max $33.50 HRLY ($49,327 budgeted; Commensurate with experience) 
Employee group: Full Time 
Schedule: M-F/37.5 
Exempt Status: Non-Exempt 
Location: District of Columbia 
Department name: ​​​​​​​Academic Affairs  
Personnel area: SAIS 


  • Job title you are hiring for:

Sr. Technical Support Analyst

Under general supervision, we are seeking a Sr Technical Support Analyst who will perform routine PC setup, installation of peripheral equipment, software installation, support for software products and services, deployment of service packs, hot fixes, system updates, testing changes to the environment. Assistance with department-specific applications and interaction with vendor application installations. Strong liaison with customers and departments. Involved with the analysis of user needs in the computing device environment (e.g., desktop, mobile devices, etc.) and recommendations for products and services that meet those needs. Responsible for delivery, moving and installing computing devices and related software, as well as device inventory. Proficiency in basic data management systems and basic computer applications (e.g., Word, Excel, Outlook, PowerPoint), willingness and ability to learn additional applications as needed.


Job Scope/Complexity

  • Works under guidance and direction. Once priorities are set, perform tasks with regular process updates. Participate in segments of the lifecycle of projects. Device management complexity is typically entry level. Build and maintain relationships through positive interactions. Demonstrate ability to provide good customer service.


Specific Duties & Responsibilities

  • The responsibilities listed below are typical examples of the work performed by this position.
  • Not all duties assigned to this position are included, nor is it expected that everyone in this position will be assigned every job responsibility.


Analysis & Design

  • With direction and guidance, evaluate customer needs in the computing device environment (e.g., desktop, mobile devices, etc.) by meeting with the customer to gather information on business problems and recommend solutions for simple problems. Seek assistance for more complex problems.
  • Install software utilities for computing device management such as printer setup utilities, font downloading utilities, and batch files for automated installation of software on computing devices by using established toolsets to improve total cost of ownership and customer service.


Install, Configure, Maintain

  • Under guidance, deliver, move, and physically install all computing devices and related software including peripherals, operating systems, and standard and vendor software by following documented standards and procedures to provide equipment and service to the customers.
  • Coordinate computing device life cycle by maintaining device and software inventories, performing preventive maintenance according to documentation and standards, and by repairing and replacing devices as needed to deliver service to the customers.
  • Restore files using established procedures to ensure recovery in the event of file failure.
  • Participate in disaster plans for supported equipment by attending meetings with technical team and customers to provide support in the event of a disaster.
  • Following documentation and standards of the department, participate in testing and provide results to ensure stability of the environment for the customers.
  • Gather information for creation and maintenance of user accounts/groups in domain/directory structure including network shared files and applications. Assist users in accessing their accounts and network resources.



  • Troubleshoot and resolve hardware and software problems by following documentation and by using appropriate diagnostic tools to provide solutions to customer.
  • Follow procedures for reported problems by using the appropriate incident management software for problem recording and resolution to provide documentation of the problem and its resolution.
  • Keep current on supported technology to maintain knowledgebase and skills.



  • Document and communicate department and/or organizational system updates, installations, etc. to appropriate staff.
  • As directed, provide input toward system, end user, training, or support documentation for new, revised, or existing systems.
  • Update internal support documentation, including knowledge base articles, resources, and tutorials.


Relationship Management

  • Ability to work effectively with faculty, administrators, students, alumni, and external constituents.
  • Provide basic training on the use of equipment, standard software, and peripherals.
  • Provide technical support in the use of computing devices, software products, and operations by responding to customers as needed.
  • Complete service requests as assigned by meeting published Service Level Agreements and/or agreed to delivery dates to ensure customer satisfaction.
  • Work with other Technology Analysts and teams responsible for implementing strategic initiatives by meeting with them on a regular basis to ensure that releases are kept current.
  • Follow up on all feedback from customers by promptly meeting with them to ensure customer satisfaction.


Special Knowledge, Skills, & Abilities (KSAs)

  • Possess all requisite knowledge, skills, and abilities as posted in the supplemental section.
  • Demonstrate critical thinking and reasoning skills.
  • Ability to work on multiple priorities effectively.
  • Ability to prioritize conflicting demands.
  • Ability to execute assigned project tasks within established schedule.
  • Strong skills in data management systems and basic computer applications (e.g., Word, Excel, Access, PowerPoint); willingness and ability to learn additional applications as needed.
  • Demonstrate proficiency with Windows Active Directory, Windows Operating Systems, and Mac Operating system.
  • Ability to execute assigned project tasks within established schedule.
  • Ability to work collaboratively in a team environment.
  • Excellent writing and communications skills.
  • Ability to maintain confidentiality.
  • Ability to repair/replace software, hardware, and operating systems.
  • On call requirements: this position may participate in an on-call support rotation on weekdays and weekends.
  • Ability to work collaboratively in a team environment.
  • Possess sound documentation skills.
  • Ability to maintain confidentiality.
  • Demonstrate exemplary customer service skills.

Minimum Qualifications

  • Two years college coursework
  • Four years of related experience, including some help desk experience
  • Additional education may substitute for required experience and additional related experience may substitute for required education, to the extent permitted by the JHU equivalency formula

Preferred Qualifications

  • Knowledge in the assigned IT environments


Classified Title: Sr. Technical Support Analyst  
Role/Level/Range: ATO 37.5/03/OG  
Starting Salary Range: $23.30-$32.00-$40.80 HRLY (Commensurate with experience) 
Employee group: Full Time 
Schedule: Monday - Friday, 8:00am - 4:30pm 
Exempt Status: Non-Exempt 
Location: ​​​​​​​District of Columbia 
Department name: ​​​​​​​Provost and Sr VP for Acdmc Affs Off of  
Personnel area: University Administration 


  • Job title you are hiring for:

CO Clinical Coordinator

We are seeking a CO Clinic Coordinator who will be responsible for coordination of ophthalmic surgeries at the Wilmer Eye Institute at Bethesda. Contributes to a smoothly functioning office and excellent patient relations by exercising independent judgment and working effectively in a team environment. Interacts with patients, surgeons, referring physicians, and insurers. Resolves patient problems or refers them to appropriate resources for resolution.


Specific Duties & Responsibilities 

  • Proactively monitor surgeons OR schedules to ensure clinics and provider calendars are in sync.
  • Resolve scheduling issues and adjust schedules as needed.
  • Verify that the posting sheet is completed and signed by the surgeon and scanned within EPIC (for outside ASC).
  • Send out letters and post op information to referring physicians as needed.
  • Send out surgical packet to patient with pre-op instructions, surgery date and post op visit dates/times.
  • Verify all documents are received and scanned appropriately into EPIC prior to date of surgery.
  • Provide friendly, courteous and confidential assistance to patients and their family members ensuring a positive experience.
  • Assist with phone triage and respond to non-routine phone calls from the Wilmer Call Center as well as internal and external callers.
  • Serves as back up support to surgical schedulers and medical office coordinator as needed.
  • Process all incoming faxes to ensure prompt responses by staff and providers.
  • Obtain authorizations for surgical patients and retina injections.
  • Coordinate specialty appointments between multiple departments.
  • Assist providers with calendaring and other administrative duties as needed.
  • Relieves the Patient Service Coordinators for lunch and fill-in for the PSC during absences.
  • Assist the Clinic Manager with other duties and projects as assigned.

Minimum Qualifications

  • High School Diploma or graduation equivalent.
  • Three years related experience. Requires an understanding of changing reimbursement policies and third-party reimbursement.
  • Additional education may substitute for experience to the extent permitted by the JHU equivalency formula.

Preferred Qualifications

  • Two years college or equivalent work experience.
  • Two years progressively responsible medical office experience.
  • Medical terminology a plus.
  • Intermediate computer skill.
  • Experience within the Johns Hopkins patient-oriented community strongly preferred.

Classified Title: Clinic Coordinator 
Working Title: CO Clinic Coordinator   
Role/Level/Range: ATO 37.5/02/OE  
Starting Hourly Pay Rate  Range: $18.00-$33.50 Hr. ($28.95/hr. budgeted: Commensurate with experience) 
Employee group: Full Time 
Schedule: Monday-Friday, 8:30 - 5:00 
Exempt Status: Non-Exempt 
Location: JH at Bethesda 
Department name: 10002975-SOM Oph Satellites Operations 
Personnel area: School of Medicine 


  • Job title you are hiring for:

Budget Analyst

The Department of Finance is seeking a Budget Analyst who will report to the Director of Finance and will provide day-to-day administrative support to faculty, staff, and students in research travel and expense reimbursements, procurement, billing, policy interpretation, reporting, and other financial transactions. This position will oversee monthly review and approval of the procurement and travel card programs and have responsibility to train stakeholders on SAP and Concur Expense. This position will also support pre and post award account management through invoicing, billing, revenue tracking and receivables, distribution and monitoring of PI acknowledgment of monthly account reconciliation in line with audit requirements.


Additionally, the Budget Analyst will support the processing of non-employee travel reimbursements and vendor payment management, while managing the school’s accounts receivables through the timely and accurate posting of cash, checks, credit cards, and student tuition payments. The Budget Analyst will maintain a system of gift agreement documentation to provide high level review of spending to ensure compliance with departmental and University policies, and the proper use of funds.


Specific Duties & Responsibilities


Accounting & Finance

  • Processes accounts receivables for the school to include deposits of cash, credit card and check processing for sponsored, non-sponsored, and student accounts.
  • Conducts research and reconciliation as necessary to resolve posting discrepancies.
  • Administers corporate travel card, procurement card, and central bill travel card processes to include application requests, the review of monthly logs and receipts ensuring timely approval by established deadlines.
  • Arranges travel via CONCUR for guests, non-employees and students as required.
  • Processes travel reimbursements for non-employees, students and guests of the school and serves as point of contact for faculty and staff needing assistance with employee travel reimbursements.
  • Manages vendor management by performing various transactions in support of vendor invoice payments, shopping carts/purchase orders, as well vendor PaymentWorks requests.
  • Supports non-sponsored account review and reconciliation. Proactively monitors account utilization to minimize potential of over expenditure and seeks to identify and resolve posting errors in a timely manner.
  • Completes adjustments as needed of non-payroll cost transfers to reallocate funds and to correct errors, as well as initiates various monthly charges for space rental, copy and mailroom charges, and miscellaneous allocations from other divisions.
  • Manages monthly sponsored report distribution and tracking of documented PI review of activity per audit requirements.
  • Ensures compliance with all relevant University and/or agency regulations and restrictions.
  • Initiates sponsored billing invoices for posting of grant receivables.


Budget Development/Pre & Post – Sponsored Support

  • Assist faculty with grant submission budget development using appropriate cost rates for direct, indirect and benefit costs, including all anticipated cost projections.
  • Supports coordination of sponsored proposals for completeness through collection and consolidation of all required documents, including tracking and follow up through submission and acceptance.
  • Work with internal JHU offices to ensure budget numbers are set up in a timely manner.
  • Monitor revenue and expenditures for sponsored & non-sponsored budgets including sub recipient monitoring and tracking of invoices.
  • Perform grant financial planning, cost analysis and support Research Service Manager with budget forecasts and projections.
  • Prepare ad hoc reports as related to budgets.


Interpretation of Policy & Advice to Faculty & Others

  • Advise and assist with resolving budget variances by recommending appropriate course of action.
  • Interpret policy and procedure for department based on understanding of university policy.
  • Serve as point of contact for questions regarding financial procedures and related university policies.
  • Proactively advise appropriate administrative staff on status and availability of funds.
  • Keep abreast of university accounting system and policy to ensure up-to-date compliance.



  • Develop and generate SAP/BW Analysis financial reports and files and verify budget and expenditures to ensure compliance with university and/or donor policies, regulations and restrictions.
  • Provide reports including but not limited to trend analysis, variances from budget/projection, YTD results, etc., to Associate Director and other involved parties.
  • Prepare travel expense reports and receipts for faculty.


Operational Recommendations

  • Assist management with establishing and improving upon defined department procedures and processing methods to efficiently and accurately meet production and performance goals.
  • Advise management on financial opportunities and areas for improvement.


Office Administration

  • Serves as primary customer service point of contact for the business office guiding stakeholder navigation of SAIS and JHU policies and procedures.
  • Oversees training and guidance for SAP and Concur Expense systems.


Level of Independent Decision Making

  • On a regular and continuous basis, exercises administrative judgement and assumes responsibility for decisions, consequences, and results having an impact on people, costs, and/or quality of service within the functional area.
  • Define problems, collect data, establish facts and draw conclusions independently.


Other Duties as Assigned

  • Performs special projects and other related duties as assigned.


Special Knowledge, Skills & Abilities

  • Must have knowledge of MS Excel and Word.
  • Detail-oriented, well-organized, and possess ability to handle multiple projects simultaneously and to exercise sound judgment.
  • Ability to work independently.
  • Excellent customer service skills.
  • Excellent oral and written communication skills.

Minimum Qualifications

  • Bachelor’s Degree in Business, Accounting or related discipline required.
  • One year of related experience required.
  • Additional education may substitute for required experience and additional related experience may substitute for required education, to the extent permitted by the JHU equivalency formula. 
  • Excellent MS Suite knowledge (MS Word, Excel, PowerPoint).

Preferred Qualifications

  • Work experience in a research, academic or university environment.
  • Knowledge of SAP financial systems.
  • Two or more years of related experience.


Classified Title: Budget Analyst   
Role/Level/Range: ATP/03/PB  
Starting Salary Range: $23.00-$31.59-$40.18 HRLY (Commensurate with experience) 
Employee group: Casual / On Call 
Schedule: Monday-Friday 8:30am- 5:00pm 
Exempt Status: Non-Exempt 
Location: ​​​​​​​District of Columbia 
Department name: ​​​​​​​Finance and Administration  
Personnel area: SAIS 


  • Job title you are hiring for:


Patient Service Coordinator

We are seeking a CO Patient Service Coordinator who will provide friendly, courteous, and confidential assistance to ensure every patient has an outstanding customer service experience during his or her visit to Wilmer Bethesda. Maintains accurate information on each patient to facilitate the patient encounter. Uses automated systems to expedite patient scheduling, pre-registration, check-in, and checkout. Works with others in a team environment.


Specific Duties & Responsibilities

  • Screens patient calls and medical issues.
  • Answers patient questions where appropriate and determines if physician response is required.
  • Registers patients for clinical appointments using electronic medical record system (epic).
  • Answers phones and provides routine information to callers.
  • Scans medical records documents into the electronic medical records system.
  • Monitors the in-basket in the electronic medical record system. Handles routine in-basket requests and forwards other messages to the appropriate resource. Documents appropriately in the system.
  • Collects time of service payments, issues receipts, and prepares end of day reconciliation.
  • Discusses patient charges, if appropriate, with patients and/or patients' families.
  • Refers patient to appropriate office if financial counseling is necessary.
  • Assists with basic insurance and third party queries and explains payment policies.
  • Assists with back office duties as needed to ensure consistent patient flow.
  • Reschedules patients when provider clinic schedule changes.
  • Maintains familiarity with various types of medical insurance in order to properly schedule patients and answer patient questions.
  • Schedules patients for laboratory tests, medical examinations, and procedures.
  • Resolves any schedule conflicts.
  • Uses automated records systems to access, enter, and edit patient information.
  • Coordinates visits either within the office or between other offices and/or departments.
  • Verifies and enters pre-registration and insurance information into the electronic medical record system (Epic).
  • Obtains and/or verifies patient's demographic data by phone or in person.
  • May obtain pre-certifications as required by patients' health care insurers or managed care providers.
  • Fills appointment vacancies due to cancellations.
  • Responds to requests for completion of various medical forms for patients (MVA forms, disability forms, worker’s compensation forms, etc.).
  • Proactively seeks to schedule/reschedule patients for efficient utilization of resources (e.g., backfill to cover cancellations or add urgent appointments).
  • Operates personal computer to access e-mail, electronic calendars, and other basic office support software.
  • Provide other duties, as assigned.

Minimum Qualifications

  • High School Diploma or graduation equivalent.
  • One year work experience in a similar service-oriented industry required.
  • Certification in appropriate skill groups must be obtained during introductory period.
  • Meditech certification must be completed within 2 to 3 weeks of employment.

Preferred Qualifications

  • Two years college or equivalent work experience preferred.
  • Two years related ophthalmology/JHH system work experience strongly preferred.
  • Medical terminology and knowledge of medical insurance coverage preferred.

Classified Title: Patient Service Coordinator 
Working Title: CO Patient Service Coordinator   
Role/Level/Range: ATO 40/E/02/OD  
Starting Hourly Pay Rate Range: $16.00-$28.50 ($24.60 budgeted; Commensurate with experience) 
Employee group: Full Time 
Schedule: Mon – Fri 8:30 – 5:00 
Exempt Status: Non-Exempt 
Location: JH at Bethesda 
Department name: 10003315-SOM Oph Satellites 
Personnel area: School of Medicine