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Administrative Supervisor

Employer
Johns Hopkins University
Location
Maryland, United States
Salary
Salary Not Specified
Posted date
Nov 5, 2021

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Position Type
Administrative, Business & Administrative Affairs, Business & Administrative Support, Other Business & Administrative Affairs
Employment Level
Administrative
Employment Type
Full Time
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The Division of Pediatric Urology is seeking anAdministrative Supervisor. This position will supervise the Division of Pediatric Urology administrative coordinators. The Administrative Supervisor will participate in all aspects of recruitment, training, performance reviews, discipline, time and attendance, and termination in conjunction with the Sr. HR Coordinator and Administrator. The Administrative Supervisor will exercise independent judgment in the resolution of administrative issues, team building, and collaboration with the other employees and clinical providers throughout the Division.

Specific Duties & Responsibilities:

  • Supervise Division of Pediatric Urology administrative coordinators.
  • Provide input for staff hires, performance evaluations and disciplinary actions.
  • Oversees the onboarding and training of all new administrative staff.
  • Coordinates coverage for all departing administrative staff.
  • Monitor and approve requested time off of staff members and ensure adequate administrative coverage of office at all times.
  • Reconcile and approve e210 for all direct reports.
  • Analyze operating practices, processes, and procedures for efficiency in general office operations.
  • Independently develop and manage complex and key administrative projects (databases, reports, office workflow, records control, etc.).
  • Interpret and communicate operating polices to administrative staff.
  • Act as resource for other physicians, fellows and nurses.
  • Assist with the yearly assignment of administrative coordinators to provide patient care coverage to all clinical providers in the Division.
  • Lead the annual review process for all administrative coordinators, ensuring compliance and soliciting provider feedback regarding staff’s performance for their practice.
  • Perform general Office Management duties.
  • Oversee the submission professional fee voucher for consults for accuracy and timeliness.
  • Coordinate and plans special projects and meetings for the Division.
  • Complete assignments delegated by Division director and department administration.
  • Keep pediatric urologist up-to-date on day-to-day appointments and activities.
  • Receive in-coming phone calls from patient’s referring physicians, administrative calls, and various staff personnel throughout the hospital.
  • Perform general administrative tasks: filing, opening and sorting mail and faxes, typing correspondence
  • Organize and obtain all materials necessary for the doctor to see patients in clinic in an efficient manner.
  • Maintain patient files and administrative files. Scan outside patient data into Epic.
  • Perform more complex scheduling and calendaring responsibilities.
  • Obtain authorization from insurance companies for procedures and surgeries as applicable.
  • Compose letters for various circumstances i.e. school letters, back to work letters, letters of medical necessity, etc.
  • Prepare meeting materials (draft agenda, collect relevant information) for monthly meetings. Record and disseminate minutes. Monitor and follow-up on action items.
  • Cross covers for other administrative staff.
  • Performs various other duties as assigned.

Minimum Qualifications (Mandatory):

  • High School diploma/GED.
  • Five years progressively responsible administrative experience.
  • Additional education may substitute for required experience, to the extent permitted by the JHU equivalency formula.

Preferred Qualifications:

  • Supervisory experience is strongly preferred.

Special Knowledge, Skills & Abilities:

  • Ability to multi-task, self-motivated and driven.
  • Must possess strong decision-making skills and have excellent independent judgement.
  • Experience using EPIC strongly preferred.
  • Strong organizational skills with the ability to communicate effectively (written and oral). Position requires attention to detail and the ability to perform a varied assortment of tasks.
  • Strong leadership skills.
  • Excellent interpersonal skills.
  • Independent learner and worker, flexible and adaptable.

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

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.

Classified Title: Administrative Supervisor
Role/Level/Range: ATO 37.5/03/OF
Starting Salary Range: $41,638 - $57,221 annually (commensurate with experience)
Employee group: Full Time
Schedule: M-F/8:30-5:00pm
Exempt Status: Exempt
Location: ​​​​​​​School of Medicine Campus
Department name: ​​​​​​​SOM Uro Pediatric Urology
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. 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.

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
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