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CO Administrative Coordinator

Employer
Johns Hopkins University
Location
Maryland, United States
Salary
Salary Not Specified
Date posted
May 11, 2022

The Department of Surgery is seeking an Administrative Coordinator who provides administrative and clinical support to two faculty members in the Division of MIS and fulfills administrative duties to support the overall office. 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.

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.
  • 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.

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.

This description is a general statement of required major duties and responsibilities performed on a regular and continuous basis. It does not exclude other duties as assigned.

Minimum Qualifications (Mandatory):

  • High School Diploma/GED.
  • 3 years of progressively responsible related experience required.
  • Additional education may substitute for some experience.
  • 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, and have the ability to work with minimal supervision.

* 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.

Preferred Qualifications:

  • Bachelor’s Degree strongly preferred.
  • 2 years in related work at JHU or other academic setting.

Physical Requirements:

  • Sitting in a normal seated position for extended periods of time.
  • Reaching by extending hand(s) or arm(s) in any direction.
  • Finger dexterity required to manipulate objects with fingers rather than with whole hand(s) or arm(s), for example, using a keyboard.
  • Communication skills using the spoken word.
  • Ability to see within normal parameters.
  • Ability to hear within normal range.
  • Ability to move about.

Classified Title: Administrative Coordinator
Role/Level/Range: ATO 40/E/02/OE
Starting Hourly Pay Rate Range: $17.59 - $24.80/hr (commensurate with experience)
Employee group: Full Time
Schedule: M-F, 8 am - 4:30 pm
Exempt Status: Non-Exempt
Location: School of Medicine Campus
Department name: SOM Sur Trauma 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.

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


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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