CO Administrative Coordinator

Johns Hopkins Department of Pathology is seeking anAdministrative Coordinatorwho coordinates the day to day administrative activities for one or more pathologists to ensure a smoothly functioning office; interprets operating policies; exercises independent judgment in the resolution of administrative problems, prioritizing of workload, facilitating travel arrangements and expense reconciliation, purchasing supplies, coordinates special projects or programs, such as: seminars, courses, donation centers, training programs, etc. Serves as a resource in a team environment.

This role provides secretarial support to faculty including appointments, transcription of medical records, correspondence, manuscripts, grant proposals and filing. Understands 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 patients, clinicians, outside institutions JHU/SOM Clinical Operations (CO).

Specific Duties & Responsibilities:

• 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.
• Monitor spending and reconcile budgets monthly in order to control expenses.
• Responsible for answering the telephone and various functions involved with returning materials received for consultation.
• Grant preparation, including NIH grant applications or other funding grants.
• Interaction involves pathologists, assistants/residents, patients, administrative assistants, couriers, medical records/surgical pathology residents and patients.
• Helps coordinate and document management, narrative and statistical reports for private and government agencies.
• Order office and lab supplies and equipment.
• Prepare & distribute agendas, meeting minutes & reminders for meetings. Attend, tape record and transcribe minutes of those meetings.
• Compose agendas, documents, correspondence, and memos on behalf of the faculty.
• 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, serving as a liaison between department and vendors, other departments, and outside organizations.
• Reference Management.
• Serve as coordinator for faculty travel and faculty-sponsored events. Manage scheduling/calendars.
• Accountable for standards of service excellence; including but not limited to patient or interpersonal relations, teamwork, communication, continuous performance improvement, and self management & accountability.
• Greet and assist all visitors.
• Perform ad hoc research and fact-finding on a wide variety of administrative issues and items; know the formal and informal Institute goals, standards, policies and procedures.
• Create, maintain, & analyze electronic and paper record keeping systems including retrieval, retention, storage, compilation, updating, and destruction of files; creating new systems or revising established procedures as needed.
• Maintain equipment and service contracts including computers, office equipment.
• Organize and maintain paper and electronic file and move toward creating a paperless office.
• Analyzes office-operating practices such as record keeping systems, forms control, personnel requirements, recommending new systems or revising established procedures.
• Interprets and communicates operating policies.
• Locates and compiles information and formats reports, graphs, tables, records and other sources of information. Assembles and categorizes facts and figures for written computation and calculations.
• Assists with special events planning.
• Operates personal computer to access email, electronic calendars, and other basic office support software. SAP transactions including order of supplies (Shopping Cart).
• Uses various software applications, such as spreadsheets, relational databases, statistical packages, and graphics packages to assemble, manipulate and/or format data and/or reports.
• Utilizes Internet to search for information, contacts for research, and clinical consultation, international contacts for teaching and travel.
• Needs to know the campus locations, travel to many buildings to deliver documents and important materials each day.

Scope of Responsibility:

• Knows the formal and informal departmental goals, standards, policies and procedures that may include some familiarity of other departments within the school/division.

Research Capability:

• Needs to have familiarity with interlibrary loan and medical library areas and systems.

Decision Making:

• On a regular and continuous basis, exercises administrative judgment and assumes responsibility for decisions, consequences, and results having an impact on people, costs, and/or quality of service within the functional area.

Minimum Qualifications (Mandatory):

• High School Diploma or GED.
• 3 or more years of administrative experience.
• Administrative professional with intermediate to advanced office skills including: typing, editing/proofreading, filing.
• Experience working in patient care environments.
• Demonstrated skills in customer service, telephone, typing. Working as a member of a dynamic team.

Preferred Qualifications:

• AS or BS Degree.
• Experience working in support of medical professionals in a clinical and/or academic environment, strongly desired.
• Previous experience working with Pathology or similar healthcare or research environment is helpful.

Special Knowledge, Skills & Abilities:

• Must demonstrate advanced skills in MS Office (Word, Excel, Powerpoint). Knowledge of SAP, and Epic highly desired.
• Knowledge of Endnote reference manager system and PubMed web-based searches highly desired.
• As this individual works in a patient care setting, he/she must be knowledgeable of HIPAA, pathology medical records policy, quality assurance and confidentiality policies.

Physical Requirements:

• While performing the duties of this job, the employee may remain in a stationary position, sitting or standing, up to 70% of the time.
• Required to traverse throughout the work area or to retrieve/deliver equipment, supplies, or specimens from other locations on campus throughout the day (see below regarding transport duties).
• Individual will crouch or bend frequently during the day to retrieve or work with materials and during package processing.
• The employee is required to operate computer keyboard and mouse 75% of the day and must have dexterity for handling small glass slides and other specimens.
• Constantly repositions self to perform duties at work stations, gathering specimens.
• Other repetitive hand motions may be required for completing administrative tasks.
• Prolonged vision requirements including viewing computer screen, paper reports/documents and charts. Visual acuity is required to distinguish fine gradation of color.
• Position requires frequent use of the telephone, while multi-tasking to retrieve or review information from the computer in order to assist callers quickly and confidentially.
• Must be able to communicate confidential information in a clear, concise, and professional manner to a diverse audience.
• Transports materials usually less than 40 pounds from one area to another; this includes when assigned walking multiple times per day to other locations on campus (up to 1 hour of walking at a time). When needed staff use a cart to transport items, which would require pushing or pulling. While walking surface is often inside on tiled floors, it also includes walking outside between buildings on uneven pavement on occasion. May be required to lift and/or move up to 50 pounds with proper training, or precautions/lifting aides (example: file boxes, specimen deliveries). In some areas work space is confined.

Laboratory Environment:

• While this position works primarily in an office environment, there is activity in Laboratory environments
• Exposure to toxins and infectious agents exist, but potential for personal injury or harm is minimized if established safety and health precautions are followed.
• Working in laboratory where there may be discomforts due to odors, noise, temperature fluctuations, and working around lab equipment.

Additional Information:

• Staff may be required to complete annual competency review, and must insure compliance with Hospital Policy, Laboratory Policy & Procedure, Health, Safety & Environment regulations, and all applicable privacy & confidentiality laws/practices.
• Many department laboratories operate 24/7 with schedules on day, evening, or night shift. Rotating schedules which may include weekend work and holiday assignment. (Overtime mandatory when authorized/needed to meet business and patient needs).

Classified Title:Administrative Coordinator
Role/Level/Range: ATO 40/E/02/OE
Starting Hourly Pay Rate Range:$15.00 - $20.00/hr (commensurate with experience)
Employee group: Full Time
Schedule:M-F, 8:30a - 5:00p
Exempt Status: Non-Exempt
Location:​​​​​​​School of Medicine Campus
Department name: ​​​​​​​SOM Pat Surgical Pathology
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.

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