Administrative Supervisor

Location
Maryland, United States
Salary
Salary Not Specified
Posted
Oct 19, 2020
Employment Level
Administrative
Employment Type
Full Time

General Summary/Purpose

Provides extensive administrative and leadership support to the Associate Director of Health, Safety and Environment and the Clinical Manager of Occupational Health Services. The individual is responsible for Administrative and Human Resource activities within the Department. The individual directly supervises administrative coordinator and data entry staff, and manages the day-to-day workflow to ensure departmental efficiency and promote excellent customer service.

Specific Duties & Responsibilities

Ensures efficient and consistent administrative operating function in a fast-paced, busy clinic setting. Maintains accurate administrative coverage for the clinic, resolving scheduling conflicts and coordinating clinic schedules. On a consistent basis, exercises administrative judgement and assumes responsibility for decisions, consequences and results having an impact on the quality of services within the department. Ability to perform with a high degree of accuracy and with meticulous attention to detail. Independent in setting priorities, problem solving and making decisions with input from the Associate Director and Clinical Manager when needed. Oversees administrative duties of triaging calls and medical issues to optimize and facilitate clinical operations. Intervenes as necessary on issues related to customer complaints or operational issues and takes measure to correct the situation or to ensure appropriate staff are involved. Serves as a resource and liaison for IT related problems and resolution.

Directly supervises administrative coordinators and data entry personnel, including conducting performance reviews, recruitment, hiring and discipline. Provides training, precepting, instruction in duties and delegation of tasks as appropriate. Oversees individual employee development and training. Approves time for direct reports and proactively anticipates needs of the Department to decrease inefficiencies and increase customer satisfaction. Kronos timekeeper for full-time and temporary staff and is backup timekeeper to Executive Director of health, Safety and Environment

Coordinates and manages office services, purchasing, billing, records control, projects and implements budget accounting operations. Reconciles budget including check requisitions, troubleshooting where necessary and participates in the annual budget development. Complies billing and reports for outside contractors and OHS Affiliate offices. Reconciles out of state new hire screenings and billing. Assists with special projects, data/record compilation. Compiles information and formats reports, tables, records and other sources of information for relational database(s), statistical packages and graphic packages to assemble, manipulate and/or format data and/or reports. Ability to proficiently operate PCs and PC applications. Proficient in use of Word, Excel, Access, and PowerPoint. Assembles and categorizes facts and figures for written computation, calculation and presentation. Initiates, composes, proofs and edits complex correspondence, forms charts and reports for Associate Director and department.

Conducts regularly scheduled administrative staff meetings and participates as part of the management team at departmental staff meetings. Prepares agendas and completes or delegates to complete minutes for these meetings. Coordinates Administrative portion of the annual new house staff program and works directly with the clinical lead RN to ensure a seamless screening process. Oversees the administrative portion of the annual Occupational Health Services Flu Program, working with RN clinical lead to vaccinate 40,000+ faculty and staff. Assumes a lead role in coordinating the summer student program clearance process of over 600+ students.

Interprets and communicates operating policies. Revises policy and procedure documentation in accordance with Associate Director approval. Analyzes unit operating practices such as recordkeeping systems, forms control, office layout, creating new systems or revising established procedures.

Responds in a timely manner to customer requests in a courteous, professional manner.
Ability to interact successfully with the public. Ability to perform effectively despite sudden deadlines and changing priorities; maintain composure in high stress situations. Ability to demonstrate and convey a favorable image of the University and to conform to proper standards of professional dress, attitude and demeanor. Ability to demonstrate a high level of interpersonal skills required to interact with employees and clinical staff. Anticipates customer needs and responds quickly to their needs. Readily accepts additional responsibility to assure efficient departmental operations

Minimum Qualifications(Required)

High School Diploma/GED.

Five (5) years progressively responsible administrative experience.

Additional education may substitute for required experience, to the extent permitted by the* JHU Equivalency Formula:30 undergraduate degree credits (semester hours) or 18 graduate degree credits may substitute for one year of experience. Additional related experience may substitute for the required education on the same basis. For jobs where equivalency is permitted, up to two years of non-related college course work may be applied towards the total minimum education/experience required for the respective job. *

Preferred Qualifications

Bachelor’s degree

Medical terminology and excellent written and verbal communication.

Special Knowledge, Skills, and Abilities:

Medical terminology with advanced knowledge of Windows, MS Office, Excel, Database system/maintenance (EMR), PowerPoint presentations. Must have strong organizational skills, detail oriented and ability to complete assignments in a timely manner. Must have a high level of interpersonal, written and verbal communication skills,

Works in a normal office environment where there are no physical discomforts to temperature, noise, dust. Requires the ability to stand walk or sit for extended periods fo time. Requires ability to lift 25 lbs. Possible exposure to communicable diseases without likelihood of harm if

established health precautions are followed.

Supervisory responsibility:

Five (5) Administrative coordinator and one (1) Data entry

Classified Title: Administrative Supervisor
Working Title: Administrative Supervisor ​​​​​
Role/Level/Range: ATO 37.5/03/OF
Starting Salary Range:$41,226 - $56,722 /Commensurate with Experience
Employee group: Full Time
Schedule:Monday-Friday, 37.5 hrs per week
Exempt Status: Exempt
Location:04-MD:School of Medicine Campus
Department name: 10003250-SOM Admin Safety Information Technology
Personnel area: School of Medicine

The successful candidate(s) for this position will be subject to a pre-employment background check.

If you are interested in applying for employment with The Johns Hopkins University and require special assistance or accommodation during any part of the pre-employment process, please contact the HR Business Services Office atjhurecruitment@jhu.edu. For TTY users, call via Maryland Relay or dial 711.

The following additional provisions may apply depending on which campus you will work. Your recruiter will advise accordingly.

During the Influenza ("the flu") season, as a condition of employment, The Johns Hopkins Institutions require all employees who provide ongoing services to patients or work in patient care or clinical care areas to have an annual influenza vaccination or possess an approved medical or religious exception. Failure to meet this requirement may result in termination of employment.

The pre-employment physical for positions in clinical areas, laboratories, working with research subjects, or involving community contact requires documentation of immune status against Rubella (German measles), Rubeola (Measles), Mumps, Varicella (chickenpox), Hepatitis B and documentation of having received the Tdap (Tetanus, diphtheria, pertussis) vaccination. This may include documentation of having two (2) MMR vaccines; two (2) Varicella vaccines; or antibody status to these diseases from laboratory testing. Blood tests for immunities to these diseases are ordinarily included in the pre-employment physical exam except for those employees who provide results of blood tests or immunization documentation from their own health care providers. Any vaccinations required for these diseases will be given at no cost in our Occupational Health office.

Equal Opportunity Employer
Note: Job Postings are updated daily and remain online until filled.

EEO is the Law
Learn more:
https://www.eeoc.gov/sites/default/files/migrated_files/employers/poster_screen_reader_optimized.pdf

School of Medicine - East Baltimore Campus


The successful candidate(s) for this position will be subject to a pre-employment background check.

If you are interested in applying for employment with The Johns Hopkins University and require special assistance or accommodation during any part of the pre-employment process, please contact the HR Business Services Office at jhurecruitment@jhu.edu. For TTY users, call via Maryland Relay or dial 711.

The following additional provisions may apply depending on which campus you will work. Your recruiter will advise accordingly.

During the Influenza ("the flu") season, as a condition of employment, The Johns Hopkins Institutions require all employees who provide ongoing services to patients or work in patient care or clinical care areas to have an annual influenza vaccination or possess an approved medical or religious exception. Failure to meet this requirement may result in termination of employment.

The pre-employment physical for positions in clinical areas, laboratories, working with research subjects, or involving community contact requires documentation of immune status against Rubella (German measles), Rubeola (Measles), Mumps, Varicella (chickenpox), Hepatitis B and documentation of having received the Tdap (Tetanus, diphtheria, pertussis) vaccination. This may include documentation of having two (2) MMR vaccines; two (2) Varicella vaccines; or antibody status to these diseases from laboratory testing. Blood tests for immunities to these diseases are ordinarily included in the pre-employment physical exam except for those employees who provide results of blood tests or immunization documentation from their own health care providers. Any vaccinations required for these diseases will be given at no cost in our Occupational Health office.

Equal Opportunity Employer
Note: Job Postings are updated daily and remain online until filled.

EEO is the Law
Learn more:
https://www1.eeoc.gov/employers/upload/eeoc_self_print_poster.pdf
Important legal information
http://hrnt.jhu.edu/legal.cfm

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