Senior Administrative Coordinator
Role/Level/Range: ATO 40/E/03/OF
Starting Salary Range: $19.23-$27.00
Employee group: Full-Time
Schedule: Working 37.5 hours per week; Monday-Friday 9-5pm
Exempt Status: Non-Exempt
Location: 33-MD:Johns Hopkins Bayview
Department name: 10002792-SOM DOM Bay General Internal Medicine
Personnel area: School of Medicine
The Program Coordinator reports to the Palliative Care Director and GIM Administrator and is the administrative coordinator of the Palliative Care Program. Wide range of secretarial and office support duties. Works with minimal supervision. Requires strong computer and organizational skills. Ability to type and transcribe dictation, manuscripts, routine office correspondence and medical reports with speed and accuracy. Capable of frontline management of patient/family phone calls with tack, courtesy and good judgment. Maintain appointment schedules, both clinical and administrative.
Principal Duties and Responsibilities
- Coordinate and schedule team meetings across entities including SOM Departments and JHM Hospitals.
- Support six program professionals to include managing calendars, process travel reimbursements, create PowerPoints and other program materials.
- Interface between the program and estimated 200 JHBMC trainees to manage rotations, curricula, and clinical best practices.
- Provide administrative support for Program Director, physicians and senior staff including assisting with scheduling, coordinating and preparing materials for meetings, coordinating recruiting efforts.
- Develop and maintain a program website, which includes managing content and increasing its national presence.
- Collect, organize and analyze data for quality improvement and research projects.
- Manage new program recruits and their onboarding processes.
- Patient experience liaison to act as point of contact and problem solve concerns or direct to correct office in complex organization.
- Triage communication to/from medical teams to help coordinate medical care.
- Coordinate the process for safe and efficient navigation throughout the continuum of care for the patient, including coordinating communication with outpatient providers, assisting with disposition arrangements, post-discharge phone calls, sending bereavement cards.
- Develop community educational events and quantify value.
Required Knowledge, Values, Abilities, and Skills
- Work requires a high school diploma/GED and a minimum of 5 years of progressively responsible administrative and/or program coordination experience, including experience interacting with patients and families. Additional education may substitute for required experience, to the extent permitted by the JHU equivalency formula. Bachelor’s degree preferred.
- Work requires the analytical skills to gather and interpret data.
- Demonstrable experience in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and Adobe Acrobat Pro.
- Work requires the ability to exchange information on factual matters, schedule appointments, field phone calls from patients/families/medical teams, explain medical center policies, and/or relay messages to appropriate personnel. This type of interaction requires courtesy and tact when dealing with patients, families, and/or medical center employees.
- No certification, registration or licensure required.
- Team-oriented, accountable, supportive, conscientious
- Honest and direct, transparent, ethical, mission-driven
- Proactive and resourceful problem-solver
- Intellectually curious, relentless lifelong learner
- Self-aware, confident, non-defensive, willing to take risks
- Anticipates the needs of others and adapts to a range of work styles
- Eagerness to foster a collegial and enjoyable work environment through attitude and action
- Ability to manage multiple tasks and projects in parallel while keeping a calm, positive attitude
- Persistent drive to complete projects and create leverage for senior leadership team
- Concise and impactful communication – verbal and written
- Expertise in organizing meetings, managing inbound calls, conference call setup, and coordinating phone calls with patients/families and/or team members
- Knowledge of SAP and Epic (EMR) helpful.
- Ability to coordinate occasional small events and manage event planning details and communications on behalf of the team
- Experience in accurate data entry
- Excellent oral and written communication skills
- Demonstrates critical thinking for problem solving
- Readily accepts new responsibilities and assignments
- Displays flexibility in adjusting to the fluctuating needs of team
Required Physical, Mental, and Visual Abilities
- Ability to stand, walk or sit for an extended period of time
- Reach 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
- Possible exposure to communicable diseases
The successful candidate(s) for this position will be subject to a pre-employment background check.
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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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