Administrative Coordinator
- Employer
- Johns Hopkins University
- Location
- Maryland, United States
- Salary
- Salary Not Specified
- Date posted
- Sep 17, 2021
View more
- Position Type
- Administrative, Business & Administrative Affairs, Business & Administrative Support
- Employment Level
- Administrative
- Employment Type
- Full Time
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The Department of
Medicine is seeking anAdministrative Coordinator
who will provide administrative and secretarial support to the
Division Chief, faculty, and staff of Infectious Diseases at Johns
Hopkins Bayview Medical Center. This position includes secondary
responsibilities in support of the Administrative Supervisor and
the Medical Office Coordinator.
Specific Duties
& Responsibilities:
Administrative:
-
Responsible for
coordination of a multi-faceted and busy infectious diseases
administrative office.
Coordinate the
day-to-day administrative, clinical and research activities for
faculty to ensure a functioning office; interpret operating
policies; exercise independent judgment in the resolution of
administrative problems, prioritizing of workload, facilitating
travel arrangements and expense reconciliation, and purchasing
supplies.
Coordinate special
projects or programs, such as seminars, courses, in-service
programs, etc.
Serve as a resource in a
team environment.
Provide secretarial
support to faculty and staff including appointments, transcription
of medical records, correspondence, manuscripts, grant proposals,
and filing.
Understand 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 various levels of administrative and
clinical staff through Johns Hopkins and its health system as well
as outside institutions.
- Participate in the preparation of the medical records or research documentation, budget, administrative, and regulatory documents for patient records, grant proposals, clinical or research protocols, and/or contractual agreements.
- Assist with the monitoring, spending and reconciliation of monthly budgets to maintain expense control.
- Responsible for answering the telephone and various functions involved with returning materials received for consultation.
- Assist with grant preparation, including NIH grant applications or other funding grants.
- Interact with pathologists, assistants/residents, patients, administrative assistants, couriers, medical records/surgical pathology residents and patients.
- Help with coordination and document management of narratives and statistical reports for private and government agencies.
- Prepare and distribute agendas, meeting minutes and reminders for meetings.
- Assist with the compilation of agendas, documents, correspondence, and memos on behalf of the faculty and administrative staff.
- Prepare various paper and electronic forms such as journal vouchers, check deposits, invoices, Pcard transactions and shopping carts. Confers with appropriate internal and external administrative offices to ensure that required procedures are followed. Transcribe and/or type manuscripts, technical documents, tables, graphs/charts, correspondence and notes, formatting and compiling information for grants, protocols, presentations, reports, manuscripts, etc. Provide support for faculty's activities with national societies, research projects, and scholarly publications and presentations. Serve as a liaison between department and vendors, other departments, and outside organizations. Assist in the coordination of faculty travel and faculty-sponsored events Greet and assist all visitors. Perform ad hoc research and fact-finding on a wide variety of administrative issues and items Create, maintain, and analyze electronic and paper record keeping systems including retrieval, retention, storage, compilation, updating, and destruction of files; assist in the creation of new systems or revise established procedures as needed. Maintain equipment and service contracts including computers, office equipment. Organize and maintain paper and electronic files in line with the departmental goals of moving toward creating a paperless office. Assist in the analysis and revision of office-operating practices such as record keeping systems, forms control, personnel requirements, recommending new systems or revising established procedures. Interpret and communicate operating policies. Locate and compile information and format reports, graphs, tables, records and other sources of information. Assist with special events planning. Operate personal computer to access email, electronic calendars, and other basic office support software. Perform SAP transactions including order of supplies (Shopping Cart). Use various software applications, such as spreadsheets, relational databases and graphics packages to assemble, manipulate and/or format data and/or reports. Utilize Internet to search for information, contacts for research, and clinical consultation, international contacts for teaching and travel. Exchanges non-routine information using tact and persuasion as appropriate requiring good oral and written communication skills. Perform other duties as required.
-
Close collaboration with
chief, practice manager, office supervisor, clinical staff and
faculty regarding clinical practices.
Coordinate and schedule
follow-up, new patient and hospital discharge patient
appointments.
Assist with scheduling
of clinical outpatients for laboratory test, medical examinations,
and consultations.
Answers telephone,
screens/triages patient calls, relays messages, and greets
visitors.
Operates personal
computer to access e-mail, electronic calendars, and other basic
office support software related to the ordering of clinical forms
(i.e. standard register, medical arts press) and completes various
request forms for office supplies and equipment as
directed.
Uses automated systems
to access, enter, and edit patient information
(EPIC).
Assists with maintaining
clinical schedules, scheduling of clinical-associated appointments
and arranging exam rooms.
Types medical reports
and other documentation using medical
terminology.
Obtains
pre-certifications as required by patients' health care insurers or
managed care providers.
Maintains familiarity
with various types of medical insurance to explain these
plans.
Relays information to
patients regarding preparation for laboratory tests and
examinations.
Confidential
correspondence regarding/consisting of patient medical
records.
Researches and prepares
specialized reports and budgets.
Fax or mail completed
consult notes to referring physicians.
Maintain and organize
shadow charts.
Assists patients or
family members with completion of medical insurance
forms.
Assists patients,
patients' families, referring physicians, and third party carriers
to resolve patient related issues.
Informs patients of
costs of care being provided, and guides them to appropriate
resources for further information, guidance, or
assistance.
Arranges or assists in
arranging patient transportation.
-
On a regular and
continuous basis, exercises administrative judgment and assumes
responsibility for decisions, consequences, and results having an
impact on patient’s service excellence, costs, and/or quality of
service within the clinical practice.
-
Confidentiality is a
must!
Maintain confidentiality
and discretion at all times.
Maintain a high level of
accuracy, organization, and time management in order to prioritize
work.
Experience working with
various software applications required.
See Office Policy Manual
regarding safe and compliant practices and procedures when dealing
with patient communication and information abiding by HIPAA
guidelines.
-
High School Diploma or
GED required.
Three (3) years of
related experience required.
-
Additional education may
substitute for required experience, to the extent permitted by the
JHU equivalency formula.
-
Must be able to operate
a personal computer to access email, electronic calendars, and
operate basic office support programs including Microsoft Windows
programs.
Excellent communication
skills and interpersonal skills.
Ability to work
independently and multitask.
Final applicant for this
position may be required to complete skills assessments appropriate
to position description.
Experience using SAP
strongly preferred.
Classified Title:
Administrative Coordinator
Role/Level/Range: ATO 40/E/02/OE
Starting Hourly Pay Rate Range:$17.42 - $23.95/hr
(commensurate with experience)
Employee group: Full Time
Schedule:Monday - Friday, 8:30am - 5pm
Exempt Status: Non-Exempt
Location:School of Medicine Campus
Department name: SOM DOM ID Bartlett Clinic
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.
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
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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