Administrative Coordinator

Maryland, United States
05 Oct 2018
End of advertisement period
05 Dec 2018
Contract Type

Classified Title: Administrative Coordinator 
Role/Level/Range: ATO 40/E/02/OE 
Starting Salary Range: $16.19-$23.25 (commensurate with experience)
Employee group: Full-Time 
Schedule: M-F, 8:30am-5:00pm 
Employee subgroup: Non-Exempt 
Location: 04-MD:School of Medicine Campus 
Department name: 10002805-SOM DOM Cardiology 
Personnel area: Johns Hopkins University

General summary/purpose:

Responsible for the administrative coverage of Cardiology at East Baltimore. Will also be responsible for the overall administrative and fiscal management of a major coordinated clinical and research group, consisting of faculty members, fellows, and staff in the Division of Cardiology and Department of Medicine. Reports to the Administrative Supervisor.

Specific duties & responsibilities:

Provide administrative support with respect to scheduling, preparing for meetings, conferences and travel, editing and tracking correspondence, filing and retrieving information and representing physicians. Serve as administrative support and representative for Cardiology as well as to heart failure specialty. Coordinate office services such as purchasing, records control, and other administrative activities for the Clinical Cardiology Program, specifically for general cardiology as well as for heart failure specialty clinic. Interpret operating policies. Exercise independent judgment in resolution of administrative problems. Act as a liaison between physicians and other faculty and staff members. Set-up and host Grand Rounds.

Manage physicians’ electronic and paper calendars for multiple meetings and manage frequent requests. Resolve scheduling conflicts. Ensure that physicians are fully prepared for meetings and appearances by coordinating, collecting and providing materials to physicians in a timely fashion.

Proofread and edit correspondence sent out. Organize and maintain electronic files of correspondence. Maintain pending folder and all follow-up correspondence. Coordinate patient schedules and maintain patient files so that faculty have current information. Coordinate office services such as communications and information management. Maintain physicians’ office equipment. Purchase equipment and supplies as needed. Read, assess, and incorporate all correspondence and material into physicians’ schedules. Interpret and communicate operating policies. Locate and compile information and format reports, graphs, tables, records and other sources of information. Operate personal computer to access e-mail, electronic calendars, and other basic office support software. Perform other duties as required.

Professionally and efficiently handle incoming requests from patients and ensure that the issues are resolved promptly and thoroughly

Gather patient information, fulfill patient needs, and educate patients, where applicable

Provide quality service and support in a variety of areas which may include, but not limited to scheduling, registration and care coordination

Use automated systems (e.g., EPIC, HDX, AX, McNet, EVS) to create provider templates, complete patient scheduling, pre-registration, check-in, and check-out.

Coordinate follow up office visits by providing information about treatment and test locations

Relays information to patients regarding preparation for laboratory tests and examinations

Maintains familiarity with various types of medical insurance

Provides administrative support for medical matters on behalf of Physician

Provides routine office support: answers phone, greets visitors, maintains calendar, arranges meetings, sorts and responds to mail, files, maintains office equipment

Perform other duties as assigned.

Education and Experience:

Required: HS/GED with some science coursework. 

Preferred: Bachelor's degree preferred.

Minimum qualifications (mandatory):

Three years related experience required. Additional education may substitute for required experience, to the extent permitted by the JHU equivalency formula.

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 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.

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