Administrative Coordinator

Student Health and Well-Being Mental Health Services (SHWB-MHS) at Johns Hopkins University seeks an energetic, organized, and motivated AdministrativeCoordinator to work in a dynamic and fast-paced environment focused on delivering innovative mental healthcare and supporting the well-being of a diverse community of learners. The Administrative Coordinator serves as one of the primary initial points of contact for students and learners who are seeking care at MHS, and must have excellent communication skills; a cooperative, flexible, patient, friendly, and calm demeanor and attitude; an ability to recognize urgent or emergent situations and to respond appropriately; and to be organized, efficient and able to multitask and prioritize work activities in a busy, fast-paced work setting.

Specific Duties & Responsibilities

• Provides a warm and welcoming environment to all clients, staff, and guests, with a particular focus on ensuring that all identities are respected.
• Maintains working knowledge of the electronic health record system (EHR) to assist in troubleshooting staff and client issues.
• Answers telephone calls to MHS central line and facilitates appointment scheduling, client management, refill requests, and general management of client and public-facing questions and concerns for primary clinic as well as all MHS locations.
• Checks in clients for in-person appointments and provides a warm and welcoming environment for all in-person customer-service-related needs
• Provides and facilitates efficient communication between front office and clinical staff for various program-related and task-specific support purposes; examples include activities such as designing and editing marketing materials, recording meeting minutes, managing photocopying and faxing tasks, collecting and retrieving data, monitoring trends in services related to front office interactions, scheduling and coordinating candidate interviews, document editing, shredding, and other duties as needed.
• Provides in-person back-up coverage for other Baltimore-based MHS clinic locations based on operational needs; may occasionally be required to cover Washington, D.C. front desk with advanced notice (travel time and costs paid).
• Maintains working knowledge of crisis resources and appropriately refers and escalates crisis situations to the supervisor and/or MHS leadership.
• Modifies basic and exceptions staff schedule templates in EHR.
• Reviews and processes medical record requests.
• Reviews and processes reports from third-party answering services to ensure that administrative matters are addressed and clinical issues are forwarded to the appropriate clinical lead.
• Maintains the clinic's physical environment to ensure it is conducive to clinical work and offers hospitable conditions for clients; this could include tidying up the waiting area and staff common spaces, wiping down high-touch surfaces, ensuring supplies are restocked, and other tasks as directed.
• Submits maintenance and service requests to relevant departments, including but not limited to: LAN/IT services, Housing, Design & Construction, Telecommunications, Plant Operations, Residential Life, HVAC/Facilities.

• Provides onboarding support to new hires at the direction of the supervisor.
• Collaborates with MHS administrative staff to support department-wide and local events, including but not limited to preparing printed materials, arranging parking and logistics for vendors, ordering supplies, equipment and room reservations, setting up and breaking event spaces, catering, etc.
• Updates departmental website at the direction of supervisor or relevant MHS leadership team members; maintains working knowledge of website functionality.
• Maintains updated knowledge of university policies and procedures related to SAP, invoicing, financial expenditures, allowable expenses, and reimbursement processes.
• Track expenditures for the clinic as directed by the supervisor.
• Processes check requests for vendors who provide services to MHS.
• Processes reimbursements to staff members for work-related expenditures.
• Maintains office supply inventories and purchases items as needed using a Procurement Card.
• Identifies fiscal-related problems and notifies the supervisor and/or appropriate MHS leadership in a timely fashion.
• Always manages sensitive clinical information and office operations in a confidential and discreet fashion.

Special Knowledge, Skills, or Abilities

• Ability to plan, organize, and execute multiple projects simultaneously in a fast-paced environment.
• Facility with technological hardware and software, including Office 365 and Electronic Health Record systems.
• Ability to manage sensitive client, personnel, and operations information with discretion and confidentiality.
• Excellent customer service skills and ability to navigate challenging interactions with diplomacy and professionalism.

About Johns Hopkins University Division of Student Health and Well-Being

The Johns Hopkins University Student Health & Well-Being practice group supports well-being, primary care, and mental health services for JHU students and learners across all nine schools within the University. Our integrated service delivery model provides dynamic health and well-being promotion, support and programming, student disability services, including guidance and resources, and in-person primary and mental health care options at our clinics, as well as remote support through phone and online resources.

We are committed to recruiting, hiring, and supporting the professional development of a diverse team of practitioners and support staff who bring a range of intersecting identities as well as personal and professional experiences to their roles. The Johns Hopkins University comprises undergraduate and graduate students and learners from across the globe, and the division of Student Health and Well-being prioritizes innovative care delivery models to meet the evolving needs of our stakeholders and to support the development and sustainability of well-being.

Additional Information

• Starting Date - As soon as possible.
• Schedule: 40 hours/week; clinics are open Monday - Friday, 8:30 a.m. - 6 p.m. during academic terms; some after-hours and weekend work is expected based on the programmatic needs of the University during the academic year (e.g., orientation, special events, etc.) and will be paid overtime accordingly
• This position requires on-site presence 5 days per week
• This position is designated as a Required Attendance Employee, designated as vital to the operation of a work group, so may be required to work during a university closure in response to operational needs.

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

• Bachelor's Degree (Business, Finance, or related field preferred).
• Experience in a university health environment.
• Experience with JHU administrative and financial systems (Concur, SAP, E210) strongly preferred.

Classified Title: Administrative Coordinator
Role/Level/Range: ATO 37.5/02/OE
Starting Salary Range: $18.20 - $33.90 HRLY ($52,000 targeted; Commensurate w/exp.)
Employee group: Full Time
Schedule: Monday - Friday, 8-5pm
FLSA Status:Non-Exempt
Location:School of Medicine Campus
Department name: Mental Health Services
Personnel area: University Student Services