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
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).
- Provides supervision and
coordination of 4 or more administrative staff in the department;
including hiring decisions, annual reviews, job performance and
- 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
- Works with administrative
staff on skills development and mentoring.
- Drafts and edits
- Implements and monitors
- Coordinates Faculty and
Executive recruitment search committees for the Department
- 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
- Responsible coordinating
paperwork related to the Clinical Faculty Appointment
- 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
- 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
- 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
- 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
- Serve as coordinator for
Department Director’s travel and faculty-sponsored
- Greet and assist all
- 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
- 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
- Operates personal computer
to access email, electronic calendars, and other basic office
- 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
- Needs to know the campus
locations, travel to many buildings to deliver documents and
important materials each day.
- High School Diploma or
GED. AS or BS Degree, desired.
- 5 or more years of
progressive administrative experience.
professional with intermediate to advanced office skills including:
typing, editing/proofreading, filing.
- Advanced skills using
- Demonstrated skills in
customer service, telephone, typing.
- Working as a member of a
- Experience in a lead or
- 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.
Skills & Abilities:
- Must demonstrate advanced
skills in MS Office (Word, Excel, PowerPoint).
- Knowledge of SAP, highly
- Knowledge of Endnote
reference manager system and PubMed web-based searches highly
- 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.
- While performing the
duties of this job, the employee may remain in a stationary
position (sitting and standing) up to 70% of the
- 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 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
- In some areas work space
- 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 &
- Annual continuing
education is also recommended.
- During peak
activity/project times; work deadlines are critical - leave during
these times may be less flexible.
- Supervises 4 or more
Administrative staff (Admin Secretary, Admin Coordinators and
Role/Level/Range: ATO 37.5/03/OF
Starting Salary Range: $39,035.52-$53,642.88 (Commensurate
Employee group: Full Time
Schedule: M-F 8:30-5:00
Exempt Status: Exempt
Location: Hybrid/School of Medicine
Department name: SOM Pat
Personnel area: School of
candidate(s) for this position will be subject to a pre-employment
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additional provisions may apply, depending on campus. Your
recruiter will advise accordingly.
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
Note: Job Postings are updated daily and remain online until
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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 firstname.lastname@example.org. 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
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.
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Note: Job Postings are updated daily and remain online until
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