Administrative Coordinator

The Pathology Department is seeking an Administrative Coordinator who coordinates the day to day administrative activities for one or more pathology laboratories to ensure a smoothly functioning lab environment; interprets operating policies; exercises independent judgment in the resolution of administrative problems, prioritizing of workload, billing, travel and expense reconciliation, purchasing supplies, coordinates special events or programs, such as: seminars, training programs, luncheons etc.

This role also provides secretarial support to faculty, and laboratory manager including correspondence, manuscripts, record keeping 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:

• Supports laboratory services in customer service, purchasing, billing and records control and ancillary laboratory duties as appropriate.
• Facilitates monthly billing and reconciliation of charges in iLab and as assigned for various clinical areas. Responds to and researches/troubleshooting billing inquiries.
• Responsible for answering the telephone and various functions involved with archiving and returning materials received for clinical and research purposes.
• Interaction involves pathologists, assistants/residents, patients, administrative assistants, couriers, medical records/surgical pathology residents and patients.
• Administrator for the Reference Histology iLab Core site; including but not limited to handling user access requests, set up staff accounts, providing user training, monitor communications and make site edits as needed.
• Maintains user instruction guides and worksheets; including pricing documentation.
• Responds to all requests in a timely manner.
• Provides support to assigned Faculty, Residents and Fellows with regard to Residency Programs and assigned educational programs.
• Helps coordinate and document management, narrative and statistical reports for departmental use.
• Prepare & distribute agendas, meeting minutes & reminders for meetings.
• Compose agendas, documents, and routine correspondence, and memos from dictation or handwritten copy on behalf of the lab director as needed.
• Serving as a liaison between laboratory and vendors, other departments, and outside organizations. Reference Management.
• Makes travel accommodations and arrangements as needed.
• Greet and assist all visitors and laboratory customers.
• 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 and laboratory equipment. Schedule maintenance as needed.
• Maintains records through filing systems, retention and retrieval, forms control, recommending new systems or revising established procedures. Interprets and communicates operating policies regarding record storage and retention.
• Accountable for standards of service excellence; including but not limited to patient or interpersonal relations, teamwork, communication, continuous performance improvement, and self management & accountability.
• 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, and equipment resources.
• Needs to know the campus locations, travel to many buildings to deliver documents and important materials each day.
• Provides support in the accessioning of clinical specimens.

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 industry vendors and supply sources.

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.
• 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.

Preferred Qualifications:

• AS or BS Degree.
• Experience working in patient care environments.
• Demonstrated skills in customer service, telephone, typing.
• Working as a member of a dynamic team.
• 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, helpful.
• Administrative professional with intermediate to advanced office skills including: typing, editing/proofreading, filing.

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, they 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 workstations, 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, workspace is confined.

Laboratory Environment:

• 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.
• 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).
• This is a required attendance position – in the event of unexpected university closings including inclement weather or declared emergency, the employee in this position is required to report to work and/or remain at work and may be required to work additional hours. This position follows JHU/SOM CO time and attendance work rules.

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, 8:30am-5:00pm
Exempt Status: Non-Exempt
Location: School of Medicine Campus
Department name: SOM Pat EM Lab
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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