Administrative Coordinator Administrative Officer III

Introduction

The Maryland Department of Aging helps establish Maryland as an attractive location for all older adults through vibrant communities and supportive services that offer the opportunity to live healthy and meaningful lives. Through action, investment, leadership, and reform, the Department will create a society in which all older Marylanders can lead lives that are healthy, financially secure, socially connected, and purposeful throughout their full lifespan.

The Maryland Department of Aging helps establish Maryland as an attractive location for all older adults through vibrant communities and supportive services that offer the opportunity to live healthy and meaningful lives. Through action, investment, leadership, and reform, the Department will create a society in which all older Marylanders can lead lives that are healthy, financially secure, socially connected, and purposeful throughout their full lifespan.

15

Department of Aging
36 S. Charles Street
Baltimore, Maryland 21201

Support the State Long-Term Care Ombudsman office through administrative coordination and workflow coordination. Provides strategic and operational leadership for the administrative infrastructure of the State Long-Term Care Ombudsman Program. This position ensures efficient program operations, compliance with federal and state requirements, program policy and procedures, and effective support for local ombudsman entities and volunteers. Provides operational assistance to staff and programs while facilitating adherence to departmental policies and timelines.

Contribute to communication efforts, record maintenance, and the logistical organization of various activities and training sessions. Ensures efficient day-to-day functioning, accurate data systems and responsive communication with residents, families and community members. This role plays a central function in maintaining program infrastructure, supporting statewide consistency and directly assisting with ombudsman responsibilities, including complaint intake and advocacy support.

• This is a contractual position with limited benefits**

• Oversee daily administrative operations of the statewide ombudsman program, ensuring alignment with federal and state requirements.
• Develop and maintain administrative procedures, workflows, and standardized practices across local ombudsman offices.
• Coordinate internal operations including records management, documentation systems, and office logistics.
• Support program leadership in monitoring deadlines, deliverables, and operational priorities.
• Ensure consistency and efficiency across local ombudsman offices.
• Plan and manage all logistical aspects of quarterly trainings, including scheduling, venue coordination (virtual or in-person), materials preparation, and monitor mandatory attendance.
• Coordinate with trainers, presenters, and program leadership to ensure effective delivery.
• Maintain training records and attendance documentation.
• Support onboarding and ongoing training needs for staff and volunteers.
• Evaluate training logistics and recommend improvements.

• Administer and maintain the program’s database, ensuring accurate and up-to-date records of nursing homes, assisted living facilities, and other long-term care providers.
• Regularly update facility listings, contact information, and licensing status to support accurate reporting and case tracking.
• Generate reports and support required state and federal reporting.
• Develop procedures to improve data accuracy and system usability.

• Manage and oversee the program’s phone system, including call routing, voicemail systems, and response protocols.
• Serve as a primary point of contact for incoming calls from residents, families, and the public.
• Conduct intake of complaints and inquiries, ensuring accurate documentation and timely referral or follow-up.
• Maintain clear, compassionate, and professional communication with individuals seeking assistance.
• Identify trends or recurring concerns from calls and elevate to program leadership as appropriate.
• Serve…