CO Administrative Coordinator

The Psychiatry and Behavioral Sciences Department is seeking anAdministrative Coordinator who will provide complex administrative support, project support and financial support to the Vice Chair for Clinical Affairs/Director of Community Psychiatry Program (CPP). Responsibilities include making decisions with established guidelines; communication with physicians and staff, including outside physicians and institutions; developing and maintaining positive working relationships with all those they personally come into contact with; coordinating appointments including standing committees, meetings, and patient/research scheduling.

Specific Duties & Responsibilities:

Administrative:

• Provides secretarial and administrative support to Vice Chair/ CPP Director
• Using established guidelines develops and coordinates complex and key administrative projects
• Monitors, evaluates and implements business practices and procedures to support the day‐to-day operational needs.
• Facilitates programmatic activities such as committee meetings, seminars, CPP retreats etc
• Monitors and ensures compliance requirements are satisfied including: JCAHO, E210, performance reviews, and research.
• Maintains smooth office operations and makes suggestions for improvements.
• Develops and recommends administrative processes and procedures to assure efficiency.
• Establishes and maintains an organized filing system according to office procedures to ensure the expeditious retrieval of information.
• Maintains the Vice Chair/CPP Director’s calendar based on knowledge of goals and priorities, schedules appointments, arranges meetings, and makes travel arrangements as needed.
• Drafts, prepares, proofreads and/or edits correspondence reports and presentations, and creates basic original correspondence in response to letters and emails for review and signature for the Vice Chair/CPP Director.
• Coordinates faculty and CPP functions (lunches, holiday parties)
• Screens and triages incoming mail and phone calls. Takes patient phone calls and interacts with families as needed.
• Provides coverage for CPP related administrative work as needed – prescription line, clozapine report, SAP ordering, workforce time entry for therapists

Financial Responsibilities:

• Reviews and reconciles sponsored and non‐sponsored expense statements, monitors monthly expenditures, and gathers supporting documentation for supervisors review and approval.
• Prepares shopping carts, travel reimbursements, online check requests, e‐forms, and costs transfers.
• SAP processing, order office supplies as directed; process invoices for payment and check or travel requests for reimbursement

Technical Knowledge:

• Knows the formal and informal departmental goals, standards, policies and procedure, which may include some familiarity of other departments within the school/division.
• Knowledge and compliance of HIPAA rules and regulations in the dissemination of patient Protected Health Information (PHI).

Service Excellence:

• Must adhere to Service Excellence Standards.
• Customer Relations
• Self Management
• Teamwork
• Communications
• Ownership/Accountability
• Continuous performance improvement

Minimum Qualifications (Mandatory):

• High School Diploma or GED
• Three years related experience required

Special Knowledge, Skills & Abilities:

• Exchanges non-routine information with discretion.

• Must possess good written and oral communication skills.

Physical Requirements:

• Able to sit in a normal seated position for extended periods of time
• Able to reach by extending hand(s) or arm(s) in any direction.
• Finger dexterity required, able to manipulate objects with fingers rather than entire hand(s) or arm(s), e.g., use of computer keyboard.
• Able to communicate using the spoken and written word.
• Able to see within normal parameters and to hear within normal range.
• Able to move about.
• Able to lift minimum weight, 10 lbs.

Classified Title: Administrative Coordinator
Role/Level/Range: ATO 40/E/02/OE
Starting Hourly Pay Rate: $17.42 - $23.95/hr (commensurate with experience)
Employee group: Full Time
Schedule: Monday - Friday, 8:30a-5:00p
Exempt Status: Non-Exempt
Location:School of Medicine Campus
Department name: SOM Psy General Psychiatry
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.

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 or because the individual is pregnant or attempting to become pregnant. 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 which campus you will work. 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.

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