Administrative Supervisor (Student Health & Well-Being)

Johns Hopkins University•Baltimore, MD

1d•$21 - $37•Onsite

About The Position

We are seeking a Administrative Supervisor who will function as a site-based operational lead with supervisory responsibility for all Administrative Coordinators across their assigned location(s) with hiring and performance management authority. The Administrative Supervisor role combines advanced administrative expertise, leadership in daily clinic workflows, and direct oversight of frontline administrative staff, ensuring an exceptional client experience across SHWB services. This position requires flexibility to deploy to other clinical locations to support cross-site needs and will serve as a key point of contact for resolving logistical, facilities, and systems issues on site. The responsibilities of this role require significant collaboration and coordination with others, strong leadership and supervisory skills, and the ability to manage performance and provide mentorship. The Administrative Supervisor exhibits excellent customer service and conflict resolution skills in addition to strong time management and multitasking abilities in a fast-paced clinical setting. The worksite location for this position is designated as Homewood and East Baltimore.

Requirements

High School Diploma or graduation equivalent.
Five years of progressively responsible administrative experience, including some lead or supervisory experience.
Additional education may substitute for required experience and additional related experience may substitute for required education beyond a high school diploma/graduation equivalent, to the extent permitted by the JHU equivalency formula.

Responsibilities

Act as a lead, and plan, support, and organize daily activities of the office or program.
Supervise employment for two or more staff, including hiring, performance management and oversight of the assigned team.
Exercise independent judgment in the resolution of administrative problems.
Make recommendations for new policies, processes, and procedures and oversee the implementation of changes.
Manage team or individual calendars; plan and schedule meetings and coordinate associated logistics.
Support the administration of the department/unit's budget, including monitoring and tracking expenses, budget reconciliation, resolving issues, and assisting with developing budget projections, collecting information for budget development.
Ensure accuracy and compliance with approved budget.
May represent department management in appropriate circumstances within the scope of the position’s responsibility and purview.
Independently develop and manage complex and key administrative projects (databases, reports, office workflow, records control, course materials).
Coordinate purchasing processes; process various department bills and reconcile accounts.
Prepare meeting materials (e.g., draft agenda, collect relevant information) and staff high level meetings. Record and draft 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 office contact with facilities or other service providers.
Identify and resolve administrative problems and issues.
Analyze operating practices, processes and procedures (e.g., record keeping systems, forms control, office layout, personnel requirements).
Develop and recommend administrative processes/procedures to ensure efficiency in general office operations; interpret and communicate operating policies.
Develop and produce reports.
May assist with the preparation of presentations.
Assist with planning special events/functions, including workshops, conferences, etc.
May perform some 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 department/office events/functions.
Oversee Administrative Coordinator deployment and cross-site coverage coordination, ensuring adequate staffing for day-to-day operations, staff leave, or emergent needs. Supervision responsibilities include onboarding, training, scheduling/timekeeping (e210), cross coverage as needed, evaluations, and disciplinary processes in coordination with HR.
Cross-trained in all Administrative Coordinator tasks and responsibilities, offers direct assistance and guidance as needed, including backup coverage.
Oversee and manage administrative workflows within the EMR and administrative system, including medical records processing, complex scheduling coordination, secure student communications, and designated end-of-day tasks such as no-show follow-up messaging.
Ensure smooth coordination and communication between clinical providers and administrative staff.
Support physical clinic space to ensure a professional, welcoming, and well-functioning environment and handle facilities, telecom, and IT-related tickets, troubleshooting and on–site coordination.
Other duties as assigned.