CO Sr. Administrative Coordinator

We are seeking a Senior Administrative Coordinator who provides administrative and clinical supporting to the Executive Vice Chair and another faculty member fulfills administrative duties to support the overall office. This position will be the first point of contact to the General Pediatric Surgery Division for all constituents. The Sr. Administrative Coordinator will serve as a liaison with other University Departments, medical center departments, and external organizations. This individual will working a fast paced and demanding environment and must be able to function independently.

Specific Duties & Responsibilities:

Administrative Duties:

• 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.
• Manage the Chiefs electronic calendars for multiple meetings and manage frequent requests.
• Resolve scheduling conflicts.
• Ensure that the Chief is 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 tiles. Maintain tiles and record keeping systems.
• Plan and coordinate meetings/events, which involve securing venues as we11 as coordinating travel, hotel, reimbursement and payment of honoraria for guest lecturers as well as developing itineraries for guests/potential faculty recruits.
• Work on special projects as requested.
• Schedule and coordinate all departmental meetings.
• Prepare and edit presentations, slides, manuscripts, reports, and emails as requested.
• Helps coordinate and document management, narrative and statistical reports for private and government agencies.
• Grant preparation, including NIH grant applications or other funding grants.
• Compile data for preparation of various periodic ad hoc reports.
• Relay messages and greet visitors to the Division.
• Make travel and accommodation arrangements for Chief and visitors.
• Machines and/or equipment used on the job include a PC, laptop, phone, fax, copier, scanner, printer, LCD projector, and transcription equipment.
• Renew licenses and memberships for Chief as needed.
• Prioritize workloads as needed to meet competing deadlines.
• Perform other duties and special projects as assigned.
• Provide support for faculty's activities with national societies, research projects, and scholarly publications and presentations, serving as a liaison between department and vendors, otherdepartments, and outside organizations. Support includes, managing references, maintenance of a list of continuing medication education (CME) activities and maintenance of a current Curriculum Vitae (CV).
• Perform a wide variety of administrative support to faculty and staff as required with regards to special projects 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.
• 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.

Clinical Duties:

• Demonstrate utmost professional behavior as the representative of the Division.
• Is expected to provide the highest level of compassion, empathy, and customer service to patients and their families.
• Answer patient calls and triage where needed. Answers patient medical questions where appropriate and determines if physician/nurse response is required.
• May perform duties of a sensitive and confidential nature, therefore the position requires an immense degree of discretion and tact.
• Is expected to act as an information resource and provide assistance for faculty, Department manager, trainees and staff as well as contacts from outside the Department.
• 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.

Senior Administrative Coordinator to Executive Vice Chair of Surgery:

• Triage patient calls and medical issues.
• Answers patient medical questions where appropriate and determines if physician/nurse response is required.
• Educate patients regarding surgery preparation.
• 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.
• 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.
• Regularly meets with Division employees and faculty to improve communication and to build productive relationships.
• Continuously communicates to staff the importance of all Division team members, concentrating their activities in their areas of expertise.
• Demonstrates awareness of limitations of institutional resources, and seeks to maximize physician scheduling within this context.
• Establishes communication channels with staff and faculty to ensure that they receive information on internal and external issues which effect the operations of their assigned areas, as well as provide advice, assistance, information and service that aids them in attaining related objectives.
• Works with appropriate personnel and/or organizations to ensure that teams and individuals have the clinical, information and organizational tools to serve our patients and customers effectively and efficiently.
• Schedule appointments and meeting room for faculty as needed.
• Fellowship Coordination.

Minimum Qualifications (Mandatory):

• High School Diploma or OED required.
• 5 years of progressive administrative experience.
• Bachelor's Degree strongly preferred.
• Additional education may substitute for required experience, to the extent permitted by the JHU Equivalency formula.

* 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.

Special Knowledge, Skills & Abilities:

• Five years progressively responsible administrative experience required.
• Requires experience using Microsoft office suite applications, managing multi-line phones.
• Knowledge of SAP system, accounts payable; and some grant & manuscript preparation.
• Must have strong organizational skills, ability to complete tasks, be detail oriented.

Classified Title: Sr. Administrative Coordinator
Role/Level/Range: ATO 40/E/03/OF
Starting Hourly Pay Rate Range: Commensurate with experience
Employee group: Full Time
Schedule: M-F 8 - 4:30
Exempt Status: Non-Exempt
Location: School of Medicine Campus
Department name: SOM Sur Pediatric Surgery
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 Talent Acquisition Office at jhurecruitment@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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