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CO Administrative Coordinator

Employer
Johns Hopkins University
Location
Baltimore, Maryland, United States
Salary
Salary Not Specified
Date posted
Jun 14, 2024

Johns Hopkins, founded in 1876, is America's first research university and home to nine world-class academic divisions working together as one university.

The Department of Surgery is seeking anCO Administrative Coordinatorto provide administrative and clinical support t the Division of Acute Care/Trauma Surgery. This position will be the first point of contact to the Division for all constituents. The Administrative Coordinator will serve as a liaison with other University Departments, medical center departments, and external organizations. The Administrative Coordinator will work in a fast paced and demanding environment and must be able to function independently. The qualified candidate must demonstrate the ability to communicate on a professional level, act appropriately and effectively with all levels of staff, exercise good judgment, and think creatively to manage complex projects and to resolve operational issues.



Specific Duties & Responsibilities

  • Manage the faculties’ electronic calendars for multiple meetings and manage frequent requests.
  • Resolve scheduling conflicts.
  • Ensure that the faculty is fully prepared for meetings and appearances by coordinating, collecting and providing materials to participants in a timely fashion.
  • Develop or revise filing system to maintain academic, administrative, donor, VIP and other relevant files. Maintain files and record keeping systems
  • Plan special events and meetings. Work on special projects as requested.
  • Schedule and coordinate all departmental meetings
  • Complete all paperwork related to process patient appointments
  • Send correspondence to referring physicians and patients in a timely manner
  • Prepare correspondence from dictation as requested
  • Prepare and edit slides, manuscripts and reports as requested
  • Make travel and accommodation arrangements for faculty and visitors
  • Coordinate medical practice with the access center.
  • Work with advanced practice, access center and faculty to ensure successful patient visits.
  • Maintain accurate patient records and resolve patient related issues.
  • Utilize knowledge of physician’s practice and requirements of third-party payors to provide appropriate documentation to assure authorization/certification for medical services.
  • Triage patient calls and medical issues. Answers patient medical questions where appropriate and determines if physician/nurse response is required.
  • Machines and/or equipment used on the job include a PC, laptop, phone, fax, copier, scanner, printer, LCD projector, and transcription equipment
  • Coordinate meetings/events which involve securing venues as well as coordinating travel, hotel, reimbursement and payment of honoraria for guest lecturers as well as developing itineraries for guests/potential faculty recruits
  • Renew licenses and memberships for faculty as needed.
  • Prioritize workloads as needed to meet competing deadlines.
  • Perform other duties and special projects as assigned.
  • May perform duties of a sensitive and confidential nature, therefore the position requires an immense degree of discretion and tact.

Operations

  • Assist with analysis of clinical operations of outpatient & inpatient clinical activities and work with clinical leadership to create schedules, new systems or revise established procedures.
  • Work with the medical center’s department of Information Services to maintain Department computer equipment and software, assist faculty and staff in accessing network systems and provide account information to Information Services office upon request.
  • Assist with special events planning.

Scope of Responsibility

  • Knows the formal and informal departmental goals, standards, policies and procedures which may include some familiarity of other departments within the school/Department. Is sensitive to the interrelationship of both people and functions within the department.


Decision Making

  • Carries out duties and responsibilities with limited supervision. Makes decisions and establishes work priorities on essentially procedure-oriented operations.

Communication

  • Exchanges non-routine information using tact and persuasion as appropriate requiring good oral and written communication skills.


Minimum Qualifications
  • High School Diploma or graduation equivalent.
  • Three years related experience.
  • Additional education may substitute for required experience, to the extent permitted by the JHU equivalency formula.

Classified Title: Administrative Coordinator
Job Posting Title (Working Title): CO Administrative Coordinator
Role/Level/Range: ATO 37.5/02/OE
Starting Salary Range: $18.00 - $33.50 HRLY ($53,000 targeted; Commensurate with experience)
Employee group: Full Time
Schedule: M-F 9-5
Exempt Status: Non-Exempt
Location: Hybrid/School of Medicine Campus
Department name: ​​​​​​​SOM Sur Acute Care/Trauma Surgery
Personnel area: School of Medicine

Total Rewards
The referenced base salary range represents the low and high end of Johns Hopkins University’s salary range for this position. Not all candidates will be eligible for the upper end of the salary range. Exact salary will ultimately depend on multiple factors, which may include the successful candidate's geographic location, skills, work experience, market conditions, education/training and other qualifications. Johns Hopkins offers a total rewards package that supports our employees' health, life, career and retirement. More information can be found here:https://hr.jhu.edu/benefits-worklife/.

Education and Experience Equivalency
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: 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 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.

Applicants Completing Studies
Applicants who do not meet the posted requirements but are completing their final academic semester/quarter will be considered eligible for employment and may be asked to provide additional information confirming their academic completion date.

Background Checks
The successful candidate(s) for this position will be subject to a pre-employment background check. Johns Hopkins is committed to hiring individuals with a justice-involved background, consistent with applicable policies and current practice. A prior criminal history does not automatically preclude candidates from employment at Johns Hopkins University. In accordance with applicable law, the university will review, on an individual basis, the date of a candidate's conviction, the nature of the conviction and how the conviction relates to an essential job-related qualification or function.

Diversity and Inclusion
The Johns Hopkins University values diversity, equity and inclusion and advances these through our key strategic framework, theJHU 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
https://www.eeoc.gov/sites/default/files/2023-06/22-088_EEOC_KnowYourRights6.12ScreenRdr.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 atjhurecruitment@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 visithttps://accessibility.jhu.edu/.

Vaccine Requirements
Johns Hopkins University strongly encourages, but no longer requires, at least one dose of the COVID-19 vaccine. The COVID-19 vaccine does not apply to positions located in the State of Florida. We still require all faculty, staff, and students to receive theseasonal flu vaccine. 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. This change does not apply to the School of Medicine (SOM). SOM hires must be fully vaccinated with an FDA COVID-19 vaccination and provide proof of vaccination status.For additional information, applicants for SOM positions should visithttps://www.hopkinsmedicine.org/coronavirus/covid-19-vaccine/ and all other JHU applicants should visithttps://covidinfo.jhu.edu/health-safety/covid-vaccination-information/.

The following additional provisions may apply, depending upon 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.


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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