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Administrative Coordinator

Employer
Johns Hopkins University
Location
Maryland, United States
Salary
Salary Not Specified
Posted Date
Aug 9, 2022

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Position Type
Administrative, Academic Affairs, Faculty Affairs, Research Administration, Business & Administrative Affairs, Business & Administrative Support
Employment Level
Administrative
Employment Type
Full Time
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The Radiology Department is seeking an Administrative Coordinator.

Specific Duties & Responsibilities:

Administrative Support:

    Provide administrative support for the Director of Faculty Experience and Fellowship Director Provide administrative support to faculty in both INR and Neuroradiology divisions Compile and prepare materials, confirm event information with vendors, prioritize affairs, and help organize all faculty experience events independently Compose emails/correspondents on behalf of the Faculty Experience Director Demonstrates skills and ability in the management of a assembling projects with a restricted deadline, at any given time Negotiate packages and prices with vendors Maintain documents, receipts, sign-in sheets, and invoices for Faculty Experience events Organize, schedule, and plan Faculty Experience activities Proof-read documents Compose letters/emails to fellowship applicants Operates various office equipment such as; copier, fax machine, scanner, laptop, and desktop Proactively and independently manage projects in addition to daily responsibilities Manages program adherence to ACGME equivalent policies Provide administrative support to the INR Fellows post docs Coordinate recruitment and interview process for incoming Fellows Maintain recruitment documents in JHBox and manage the application process Manage all applicants communications Organize all activities for the interview day Act a liaison with other institutions regarding recruitment, orientation, program affiliations agreements, and external rotations Manage and coordinator orientation program for incoming Fellows Coordinate all needed documents and personally deliver to credentialing office Send incoming Fellow need documentation to be completed prior to start date Act as liaison a between credentialing office, IT, Director, and incoming Fellow Arrange all required trainings online and in person for incoming Fellow Coordinate semi-annual performance reviews for Fellows with the Director Procure lab coats, email addresses, ID badges, parking, etc. for incoming Fellows Screen all incoming correspondences and respond to inquiries about the Fellowship program Serve as the contact person for clarifying application policies, procedures, and program guidelines Analyze and troubleshoot any discrepancies of the onboarding process for incoming Fellows Maintain Fellows clinical and non-clinical hours in Qgenda Pickup and deliver materials as needed Maintain accurate and complete records/documents via electronic filing in INR and Neuroradiology drive
  • Analyze clinic statistics on a monthly basis
  • Act as a liaison for multiple divisions
  • Perform H&P audits on a monthly basis Provide Stroke Center with all INR cases on a monthly basis Maintain and upload documents and invoice to JHBox

Financial Support:

  • Monthly Reconciliation of all non-sponsor accounts for all Neuroradiology and Interventional Neuroradiology
  • Identify and solve incorrect entries
  • Perform account transfers to various accounts as needed
  • Invoice and keep track of all expenses for the Visualization Center. Including, generate invoice, get signatures, sent invoice and track postings
  • Reconcile PCARD expenses
  • Provide summary reports to the Administrative Manager and keep all Faculty (Clinical and Research) update on their reimbursements and expenses
  • Performs accounts payable functions for both INR and Neuroradiology divisions in a timely and accurate manner such as; online payment request, purchase orders, travel reimbursements, and expense reimbursements
  • Performs accounts receivable functions for both INR and Neuroradiology divisions in a timely and accurate manner such as; completing goods receipts for incoming supplies
  • Assemble reimbursement with supporting documentation and check for accuracy as well as ensure information is correct and complete according to University policy prior to submitting in SAP
  • Request and complete necessary documents for new/add vendor in SAP as needed
  • Perform calculations, computations, and format/manipulate data using MS Excel, in addition to creating and updating current MS Excel spreadsheets
  • Create an online, anytime verification process accessible at any time for Faculty and Manager
  • Analyze accounts to ensure 3 way match with invoices, receipts, and line item
  • Provide clinical Faculty with CPP account information and balance
  • Analyze and calculate pro-fee and hospital billing for all INR Procedures on a monthly basis
  • Analyze reports to ensure the financial detail report matches the financial summary report Manage, maintain, and communicate the budget for the Fellows Manage, maintain, and communicate the Faculty Experience budget

Minimum Qualifications (Mandatory):

  • High School Diploma/GED
  • Three years of related experience in program and administrative support
  • Additional education may substitute for required experience, to the extent permitted by the JHU equivalency formula*

* JHU Equivalency Formula: 30 undergraduate degree credits (semester hours) or 18 graduate degree credits may substitute for one year of experience. 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. *

Special Knowledge, Skills & Abilities:

  • Demonstrate highly developed oral and written communication and interpersonal skills, pleasant demeanor and professional attitude
  • Demonstrate flexibility and re-establish priorities and work plans to compensate for unanticipated changes in work volume to adequately meet Center, QM or departmental needs as deemed necessary
  • Demonstrate the ability to relate well and work with all levels of staff

Classified Title: Administrative Coordinator
Role/Level/Range: ATO 40/E/02/OE
Starting Hourly Pay Rate Range: $17.97-$25.27 (Commensurate with experience)
Employee group: Full Time
Schedule: M-F 8:30-5:00
Exempt Status: Non-Exempt
Location: School of Medicine Campus
Department name: SOM Rad Neuroradiology
Personnel area: School of Medicine

Please refer to the job description above to see which forms of equivalency are permitted for this position. If permitted, equivalencies will follow these guidelines:
30 undergraduate degree credits (semester hours) or 18 graduate degree credits may substitute for one year of experience. Additional related experience may substitute for 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.

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

The Johns Hopkins University values diversity, equity and inclusion and advances these through our key strategic framework, the JHU Roadmap on Diversity and Inclusion.

Equal Opportunity Employer

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.

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

Accommodation Information

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 Talent Acquisition Office at jhurecruitment@jhu.edu. For TTY users, call via Maryland Relay or dial 711. For more information about workplace accommodations or accessibility at Johns Hopkins University, please visit accessibility.jhu.edu.

Johns Hopkins has mandated COVID-19 and influenza vaccines, as applicable. Exceptions to the COVID and flu vaccine requirements may be provided to individuals for religious beliefs or medical reasons. Requests for an exception must be submitted to the JHU vaccination registry. For additional information, applicants for SOM positions should visit https://www.hopkinsmedicine.org/coronavirus/covid-19-vaccine/ and all other JHU applicants should visit https://covidinfo.jhu.edu/health-safety/covid-vaccination-information/.

The following additional provisions may apply, depending on campus. Your recruiter will advise accordingly.

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.

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


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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