CO Administrative Coordinator

• Knows the formal and informal departmental goals, standards, policies and procedures that may include some familiarity of other departments within the school/division.
• On a regular and continuous basis, exercises administrative judgment and assumes responsibility for decisions, consequences, and results having an impact on people, costs, and/or quality of service within the functional area.

Administrative Responsibilities:

• Supports laboratory services and/or Pathology leadership in customer service, purchasing, billing and records control.
• Various functions involved with handling of materials received for clinical and research purposes.
• Responsible for answering the telephone and handling incoming mail or related communications.
• Interaction involves pathologists, assistants/residents/fellows, patients, administrative assistants, couriers, medical records, as well as contacts throughout the department, university, and hospital along with contacts at other institutions and abroad.
• Accountable for standards of service excellence; including but not limited to patient or interpersonal relations, teamwork, communication, continuous performance improvement, and self-management & accountability.
• Needs to know the campus locations.
• May travel to buildings within a multi-block radius to deliver documents and important materials each day.
• Assist visiting physicians and students as needed.
• Print letters for signature.
• Forward signed letters.
• Submit travel reimbursements.
• Order equipment and supplies.
• Keep attending calendar of neuropathology consult service.
• Coordinate access to the Neuropath door card reader in conjunction with JH ID Badge office.
• Submit miscellaneous expenses.
• Maintain equipment and service contracts including computers, office and laboratory equipment.
• Monitoring supplies and making best use of supply inventory and cost conscious purchases/budgets.
• Assist Bone Pathologist (office located in neuropathology) as needed.
• Assist Eye Pathology Director as needed.
• Assist Neuropathology fellows as needed.

Diagnostic Responsibilities:

• Receive and sign for outside consultation cases (Fed Ex, UPS, and loading dock).
• Set-up and accession outside consults.
• Transcribe reports.
• Advise in-coming fellows and/or residents on the Neuropath workflow.
• Pick up material from various labs (stains and consults coming from Reed Hall).
• Be aware of OR schedule in Epic (brain and spinal cord cases).
• Print histories for patients having Neuropath frozen sections.
• Request additional material for consults.
• Take blocks to archives after accessioning.
• Send cases out for other pathologists’ opinions, as needed.
• Assist patients and relatives in obtaining consultations.
• Forward consult materials to Consult Office for material return (original institution or another institution for treatment purposes).
• Assist the Neuro-Surgical/Neuro-Oncology staff regarding clinical and research related questions
• Print reports
• Pull slides and blocks
• Status of special stains and molecular studies
• Return in-house slides to archives for re-filing.
• Re-accession over-30-day cases.
• Forward reports to patients and/or treating physicians.
• Follow up on overdue cases.
• Assure attending pathologists complete frozen section review sheets for in-house cases.
• Type addendums and amendments.
• Pull slides for Pathologists to review at the request of clinicians and Neuro-surgical staff.
• Transcribe Eyepath finals when Dr. Eberhart’s assistant is out.
• Accession rush consults for bone pathologist as needed.
• Book conference room and pull slides for monthly Pituitary Conference.

Research Responsibilities:

• Searches for specific tumor types, or inflammatory disease.
• Request research material (pull blocks and slides, pulls and/or prints journal articles and other written materials).
• Set-up in-coming cases from the Children’s Oncology Group (COG) for Pathologist’s review.
• Order stains for COG cases.
• Return COG cases to Bio-Pathology Center.
• Accession PMA (pilomyxoid astrocytoma) registry cases.