Administrative Supervisor

We are seeking an Administrative Supervisor who provides complex administrative support to the Department Chair, Pathology Leadership and Pathology Faculty; and fulfills administrative duties to support the overall department. This position supports a large and complex department (15 academic divisions and overall department budgets of greater than $200 Million) and serves as liaison with other divisions and departments; and provides oversight/supervision to administrative staff. Assists with departmental faculty contracts and credentialing in partnership with faculty and the Pathology Credentialing Coordinator. Assists with philanthropic activities in partnership with assigned support from Development.

This role coordinates the day to day administrative activities for the Department of Pathology Chair 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, development, training programs, etc. Serves as a resource in a team environment. Understands HIPAA and departmental specific policies relating to medical records policies in regards to discussion, faxing and handling of patient medical records. JHU/SOM Clinical Operations (CO).

Specific Duties & Responsibilities:

• Provides supervision and coordination of 4 or more administrative staff in the department; including hiring decisions, annual reviews, job performance and disciplinary actions.
• Oversight of staffing needs and scheduling, time approval/denial and monitoring, approval of overtime when needed, insuring coverage for faculty and patient care related job duties at times of staff absence or increased workloads.
• Works with administrative staff on skills development and mentoring.
• Drafts and edits administrative procedures.
• Implements and monitors best practices.
• Coordinates Faculty and Executive recruitment search committees for the Department Chair/Leadership.
• Serves as contact point for Faculty recruitment and offer letters, as well as partners with appropriate contacts for faculty visa applications in conjunction with the Office of International Services and Department Human Resources.
• Responsible coordinating paperwork related to the Clinical Faculty Appointment process.
• Insures necessary verifications, background checks (CBI), certifications and credentials documents are completed and/or submitted and on file with appropriate areas.
• Works with appropriate parties to insure licensing and insurance requirements are met. Supports faculty in additional tasks as needed.
• Participate in the preparation of the medical records or research documentation, budget, administrative, and regulatory documents for patient records, quality assurance, regulatory, 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 administrative functions in support of the Chair and the department.
• Interaction involves laboratory managers, pathologists, assistants/residents, patients, administrative assistants, couriers, medical records/surgical pathology residents, donors and patients.
• Order office and lab supplies and equipment. Submits invoices for reimbursement.
• Prepare & distribute agendas, meeting minutes & reminders for meetings. Attend and transcribe minutes of those meetings.
• Compose agendas, documents, correspondence, and memos on behalf of the Chair. Transcribe and/or type manuscripts, technical documents, tables, graphs/charts, correspondence and notes, formatting and compiling information for grants, protocols, presentations, reports, manuscripts, etc. Helps coordinate and document management, narrative and statistical reports for private and government agencies.
• Provide support for Department Director’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. Helps manage reference program (EndNote) for the Director.
• Serve as coordinator for Department Director’s travel and faculty-sponsored events.
• Manage scheduling/calendars.
• Greet and assist all visitors.
• Participate in coordination of interviews, advertisements and paperwork involved in hiring process. Orient new personnel.
• 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.
• Interprets and communicates operating policies.
• Maintain equipment and service contracts including computers, office equipment.
• Key contact for organizing, coordinating and planning various special events such special guest visits/events, dinners, faculty events, retirement parties, Dept. Retreats etc. - as assigned.
• Helps maintain front/lobby area organized.
• 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 Excel 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.

Minimum Qualifications (Mandatory):

• High School Diploma or GED. AS or BS Degree, desired.
• 5 or more years of progressive administrative experience.
• Administrative professional with intermediate to advanced office skills including: typing, editing/proofreading, filing.
• Advanced skills using Microsoft Office.
• Demonstrated skills in customer service, telephone, typing.
• Working as a member of a dynamic team.
• Experience in a lead or supervisory capacity.
• 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, 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. Proficient with medical terminology, pathology specific preferred.
• Qualified candidate must demonstrate the ability to communicate at a professional level, act appropriately and effectively with all levels of staff, exercise good judgement, and think creatively to manage complex projects and to resolve operational issues.

Physical Requirements:

• While performing the duties of this job, the employee may remain in a stationary position (sitting and standing) up to 70% of the time.
• May be required to traverse throughout the office and various buildings for events or to retrieve or deliver supplies, documents, or other materials from other locations on campus.
• Additional walking may be required for escorting guests throughout our large campus throughout the day.
• The employee is required to operate computer keyboard frequently throughout the day and for prolonged periods.
• Prolonged vision requirements including viewing computer screen, paper reports/documents. May transport equipment and supplies usually less than 40 pounds from one area to another (in the office or on campus).
• In some areas work space is confined.

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.
• Annual continuing education is also recommended.
• During peak activity/project times; work deadlines are critical - leave during these times may be less flexible.

Supervisory Responsibility:

• Supervises 4 or more Administrative staff (Admin Secretary, Admin Coordinators and Credentialing Coordinator).

Classified Title: Administrative Supervisor
Role/Level/Range: ATO 37.5/03/OF
Starting Salary Range: $39,035.52-$53,642.88 (Commensurate with experience)
Employee group: Full Time
Schedule: M-F 8:30-5:00
Exempt Status: Exempt
Location: Hybrid/School of Medicine Campus
Department name: SOM Pat General Administration
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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