Administrative Coordinator

Student Health and Well-Being Mental Health Services (SHWB-MHS) at Johns Hopkins University seeks an energetic, organized, and motivated Administrative Coordinator 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. This position reports to the Associate Director of Assessment, Occupational Therapy, and Neurodiversity Services at the Homewood satellite clinic location; as the MHS organization evolves, this position may report to the Administrative Manager of MHS with a dotted line reporting relationship to the Associate Director of Assessment, Occupational Therapy, and Neurodiversity Services. 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.
• Always manages sensitive clinical information and office operations in a confidential and discreet fashion.
• Answers telephone calls to the MHS central line and facilitates appointment scheduling, client management, refill requests, and general management of client and public-facing questions and concerns for the 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
• Supports assessment clinicians by supporting rating scale administration in the office, sending rating scales to clients, and completing rating scale tables for clinicians; scans assessment protocols in the EHR and shreds appropriate assessment materials.
• 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
• Maintains working knowledge of crisis resources and appropriately refers and escalates crisis situations to supervisor and/or MHS leadership.
• Provide in-person backup coverage for other Baltimore-based MHS clinic locations based on operational needs.
• Maintains working knowledge of the electronic health record system (EHR) to assist in troubleshooting staff and client issues.
• Modifies basic and exception staff schedule templates in EHR.
• Reviews and processes medical records requests.
• Reviews and processes reports from third-party answering service 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, and 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.
• Process check requests for vendors who provide services to MHS.
• Processes reimbursements to staff members for work-related expenditures.
• Maintains assessment materials and office su