Administrative Coordinator (Administrative Officer III)

About the Maryland Department of Aging

The Maryland Department of Aging aims to make Maryland an appealing place for older adults by supporting vibrant communities and offering services that promote healthy and meaningful living. The Department is dedicated to fostering a society where older adults can enjoy healthy, financially secure, socially connected, and purposeful lives throughout their lifetime through leadership, investment, and reform.

Position Overview

This role supports the State Long-Term Care Ombudsman office by managing administrative and workflow coordination. Serving as a key part of the program’s strategic and operational framework, the incumbent ensures smooth day-to-day operations, compliance with state and federal guidelines, policy adherence, and effective support for local ombudsman offices and volunteers. This position aids staff operations, enforces departmental policy timelines, and manages communication, record keeping, and logistics for trainings and activities.

Key Responsibilities

• Manage daily administrative functions of the statewide ombudsman program to ensure compliance with federal and state regulations.
• Develop and maintain standardized administrative procedures and workflows across local offices.
• Coordinate records management, documentation systems, and office logistics.
• Assist program leadership in tracking deliverables, deadlines, and operational priorities.
• Lead planning and logistics for quarterly trainings, including scheduling, coordinating venues (virtual/in-person), preparing materials, and monitoring attendance.
• Maintain training documentation and support staff and volunteer onboarding and continuing education.
• Manage and update the program’s database with accurate information on nursing homes, assisted living facilities, and other long-term care providers.
• Generate reports supporting state and federal requirements and improve data accuracy and system usability.
• Oversee phone systems, manage call intake, and provide compassionate, professional responses to residents, families, and the public.
• Handle complaint intake and case documentation, supporting ombudsman compliance and advocacy principles.
• Develop and maintain procedures to track and respond to involuntary discharge notices from care facilities, ensuring proper documentation and compliance monitoring.
• Perform site visits as needed and undertake additional duties assigned by senior leadership.

Qualifications

• Education: High school diploma or equivalent required.
• Experience: Minimum of three years in administrative or professional roles; substitutions allowed for college credit hours, bachelor's degree, or relevant military experience.

Preferred Experience

• Familiarity with Long-Term Care Ombudsman duties.
• Experience assisting vulnerable or older adults.
• Skilled in creating spreadsheets and reports tracking operational priorities and reporting requirements.
• Strong customer service background, particularly handling phone inquiries.

Licenses

A valid Maryland driver’s license may be required for duties involving vehicle operation.

Additional Information

This is a contractual role with limited benefits. Contract employees working at least 30 hours per week may be eligible for subsidized health benefits with the employee responsible for 25% of premiums. Additional benefits may be elected but require full premium payment. Leave accrual is at one hour per 30 hours worked, capped at 40 hours per year.

Application Process

Applications must fully demonstrate meeting qualifications by the closing date. Late submissions will not be considered. Selection includes assessment of education, training, and experience. The position encourages applications from veterans, persons with disabilities, and bilingual candidates. The employer is an equal opportunity employer committed to workforce diversity.