Administrative Laboratory Coordinator

General Summary/Purpose

Coordinates the day to day administrative activities for an active laboratory and one or more pathologists to ensure a smoothly functioning office; interprets operating policies; exercises independent judgment in the resolution of administrative problems, prioritizing of workload, facilitating transport arrangements and expense reconciliation, purchasing supplies, coordinates staffing schedules & training. Understands HIPAA and departmental specific policies relating to medical records policies in regards to discussion, faxing and handling of patient medical records. Customer service representative duties call for reports, slides, interface with patients, clinicians, outside institutions. JHU/SOM Clinical Operations (CO).

Position will work in and near a laboratory handling COVID-19 and related human specimens following training, standard operating, and safety protocols. Provided with all necessary training, competency assessment, and laboratory PPE (Personal Protective Equipment).

Specific Duties & Responsibilities

Administrative

• Participate in the preparation of the medical records or research documentation, budget, administrative, and regulatory documents for patient records, funder or stakeholder updates, clinical or research protocols, and/or contractual agreements.

• Maintains temporary and permanent specimen logs, communication logs, transport logs/reports.

• Monitor spending and reconcile budgets monthly in order to control expenses.
• Responsible for answering the telephone and various functions involved with transportation of specimens. Responsible for coordination of communication for assigned areas, mail, email, etc.
• Interaction involves pathologists, assistants/residents, patients, administrative assistants, couriers, medical records.
• Helps coordinate and document management, narrative and statistical reports for private and government agencies.
• Order office and lab supplies.
• Prepare staff schedules, documents, correspondence, and memos on behalf of the faculty. Transcribe and/or type manuscripts, technical documents, tables, graphs/charts, correspondence and notes, formatting and compiling information for grants, protocols, presentations, reports, manuscripts, etc.
• Accountable for standards of service excellence; including but not limited to patient or interpersonal relations, teamwork, communication, continuous performance improvement, and self management & accountability.
• Assists in the training of staff and faculty at various levels.
• Operates independently and as a member of a broader Administrative team across the department. Providing back up and ad hoc support or training as called upon.
• Perform ad hoc research and fact-finding on a wide variety of administrative issues and items; know the formal and informal Institute goals, standards, policies and procedures. Create, maintain, & analyze electronic and paper record keeping systems including retrieval, retention, storage, compilation, updating, and destruction of files; creating new systems or revising established procedures as needed.
• Maintain equipment and service contracts including computers, office and laboratory equipment. Maintain related maintenance logs.
• Organize and maintain paper and electronic file and move toward creating a paperless office. Analyzes office-operating practices such as record keeping systems, forms control, personnel requirements, recommending new systems or revising established procedures. Interprets and communicates operating policies.
• Locates and compiles information and formats reports, graphs, tables, records and other sources of information. Assembles and categorizes facts and figures for written computation and calculations.
• Operates personal computer to access email, electronic calendars, and other basic office support software. SAP transactions including order of supplies (Shopping Cart), travel & expense reimbursements or check requests. Uses various software applications, such as spreadsheets, relational databases, statistical packages, and graphics packages to assemble, manipulate and/or format data and/or reports. Utilizes Internet to search for information, contacts for research, and clinical consultation, international contacts for teaching and travel. Participates in on-going technology and software evaluation, upgrades, and training. (ex: EPIC Beaker) Supports PI in related technology tasks, data entry and updates.
• Needs to know the campus locations, travel to other buildings to deliver documents and important materials each day.

Laboratory

Individual may perform day-to-day support in the laboratory for clinical and research specimens including the following activities:

• Accessions samples for further handling by laboratory staff.
• Maintains related QA, equipment, and specimen logs. Insures required laboratory, regulatory, and safety postings are maintained and visible. Maintains MSDS sheets. Insures regulatory documentation is available for inspection and helps coordinate lab documentation review in the event of a regulatory inspection (ex: CAP)
• Insures we are following DOT and regulatory requirements for transport of specimens. Maintains training and certification required to perform such duties. Disposes of discarded tissue and waste (ex: formalin) and supplies per related policy, procedures, and biohazard instructions.
• In support and under the direction of PI, laboratory staff and QA staff performs quality assurance procedures, reports discrepancies per standard operating procedure, insures regulatory certifications and documentation are up to date.

Scope of Responsibility: Knows the formal and informal departmental goals, standards, policies and procedures that may include some familiarity of other departments within the school/division.

Research capability: Needs to have familiarity with interlibrary loan and medical library areas and systems.

Decision Making: 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.

Equipment, Machine, or Tool Requirements:

Computer (85%) including web-related software and hardware. Copier, Phone, Printer, etc.

Minimum Qualifications(Required)

High School Diploma/GED.

Three (3) years related 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

AS degree preferred.Experience working in support of medical professionals in a clinical and/or academic environment, strongly desired. Previous experience working with Pathology or similar healthcare or research environment is helpful.

Special Knowledge, Skills, and Abilities

Working as a member of a dynamic team.

Demonstrated skills in customer service, telephone, typing. Intermediate to advanced office skills including typing, editing/proofreading, filing. Must demonstrate advanced skills in MS Office (Word, Excel, Powerpoint). Knowledge of SAP and EPIC, highly desired. Knowledge of Endnote reference manager system and PubMed web-based searches highly desired. As this individual works in a patient care setting, he/she must be knowledgeable of HIPAA, pathology medical records policy, quality assurance and confidentiality policies. Individual must have training and demonstrate skills in medical billing to include CPT and ICD codes.

• While performing the duties of this job, the employee may remain in a stationary position (sitting or standing) up to 70% of the time. Occasionally required to traverse throughout the office or laboratory or to retrieve equipment, supplies, or other materials from other locations on campus. The employee is required to operate computer keyboard frequently throughout the day and for prolonged periods. Other repetitive hand motions may be required for completing administrative tasks.

• Prolonged vision requirements including viewing computer screen, paper reports/documents, charts and results. Hearing requirements for answering and speaking with a diverse audience on the phone throughout the day, as well as listening to recorded voice for dictation/typing.

• This position works in both office setting and laboratory environment - Exposure to toxins and infectious agents exist, but potential for personal injury or harm is minimized if established safety and health precautions are followed. Working in laboratory where there may be discomforts due to odors, noise, temperature fluctuations, and working around lab equipment. Research areas may include animal, human, human products, DNA, and radiation protocols. Following all related SOP and safety postings, use of personal protective equipment when indicated.

• May transport equipment and supplies usually less than 40 pounds from one area to another (in the laboratory or on campus). May be required to lift and/or move up to 50 pounds with proper training, or precautions/lifting aides (example: formalin cubes, waste bags, supply boxes or files or consult cases). In some areas work space is confined.

• Staff may be required to complete annual competency review, and must insure compliance with Hospital Policy, Laboratory Policy & Procedure, Health, Safety & Environment regulations, and all applicable privacy & confidentiality laws/practices.

• Many department laboratories operate 24/7 with schedules on day, evening, or night shift. Rotating schedules which may include weekend work and holiday assignment. (Overtime possible when authorized/needed to meet business and patient needs).

• This is a Required Attendance position– in the event of unexpected university closings including inclement weather or declared emergency, the employee in this position may be required to report to work and/or remain at work and may be required to work additional hours. This position follows JHU/SOM CO time and attendance work rules.

Classified Title: Administrative Coordinator
Working Title: Administrative Laboratory Coordinator ​​​​​
Role/Level/Range: ATO 40/E/02/OE
Starting Hourly Pay Rate Range:$17.42 - $23.95 /Commensurate with Experience
Employee group: Full Time
Schedule:Monday - Friday, 8:30am-5:00pm, 40 hrs per week
Exempt Status: Non-Exempt
Location:04-MD:School of Medicine Campus
Department name: 10003060-SOM Pat Molecular Diagnostics Lab
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.

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