Role/Level/Range: ATO 40/E/03/OE
Starting Salary Range: $17.24 - $23.71
Employee group: Full Time
Schedule: M-F 8:30 - 5:00
Exempt Status: Non-Exempt
Location: 600 N Wolfe St
Department name: 10003045-SOM Pat General Administration
Personnel area: School of Medicine
- Responsible for credentialing and activities related to Pathology primary and secondary faculty.
- Provides administrative support to Assistant Administrator and Physician Advisor.
- Exercises independent judgment in the resolution of problems, prioritizing of workload.
- Serves as a team and department resource.
- Serves as a liaison between contacts throughout Johns Hopkins Medicine and contacts throughout Pathology.
- Accountable for standards of service excellence; including but not limited to patient or interpersonal relations, teamwork, communication, continuous performance improvement, and self-management & accountability.
- Coordinates administrative activities for Department of Pathology Administration / Leadership Ensure a smoothly functioning office; interprets operating policies; exercises independent judgment in the resolution of administrative problems, prioritizing of workload, facilitating schedules/travel arrangements and expense reconciliation, purchasing supplies, coordinates special projects or programs, such as: seminars, courses, donation centers, training programs, etc.
- Primary contact for department facilities requests, maintenance, office moves or remodeling. Major office furniture or equipment orders, maintenance, or moves.
- Serves as a resource in a team environment. Provides secretarial support including appointments, correspondence, ordering, typing and filing.
- Understands confidentiality, HIPAA, and departmental specific policies relating to medical, business, and employee records.
- Follows policies in regards to discussion, faxing and handling of patient medical records and employee files.
Duties & Responsibilities
- Serves as Credentialing Coordinator in all matters of JHH/JHU/ JHMI processing requirements for new and reappointed primary and secondary faculty, clinical associates, and others as assigned. Serves as liaison to insure everyone follows rules, regulations, and obtains appropriate licensure.
- Serves as liaison between faculty and CVO, CCO, and MSO offices to ensure processing of credentialing verification and issuance of clinical privileges by the date requested by the Department.
- Monitors completion of certain compliance training courses and background check requests.
- Performs tasks for online ECFMG certification and Student Clearinghouse degree verification, or Medical Staff Administration office and Central Verification office as needed.
- Accurately and consistently prepares documentation, presentations, and correspondence.
- Works closely with Physician Advisor and Assistant Administrator for Faculty Affairs to ensure credentialing verification of faculty. Communicates and seeks advice when possible issues occur during credentialing process.
- Serves as liaison between the department and JHH Quality Improvement Office. Collects, analyzes and maintains database for Department’s faculty NFPPE and PPE compliance.
- Interaction involves pathologists, assistants/residents, administrative assistants, couriers, medical records/surgical pathology residents, staff, students, visitors, and on occasion patients.
- Trains others in credentialing matters
Administrative / Facilities
- Coordinates setup and moving of offices and labs, including coordinator of resources (i.e.: Safety, EVC, Paint, Facilities, Telecomm, lock shop, etc. for both JHH and JHU).
- Collects bids/pricing on office furniture and equipment and reviews with Pathology leadership for approval. Places orders for furniture, online check requests including landline, mobile devices, and conference call accounts. Interacts with outside vendors and suppliers.
- Responsible for tracking and distributing keys and card access.
- Key contact for maintenance and environmental care requests.
- Assists with front desk, phone coverage as assigned.
- Operates personal computer to access email, electronic calendars, and other basic office support software. Uses various software applications, such as spreadsheets. Maintains inventory of materials & supplies and coordinates purchasing of supplies as needed. Requests online payments/reimbursements. Responsible for SAP transactions when assigned to complete these tasks; following JHU and department policies and procedures.
- Maintains organized files for faculty and clinical associates (clinical privileges)
- Assists in Faculty orientation preparation and orientation activities
- Sets up other related meetings as directed
- May provide back-up support in answering multi-line telephone system for Pathology Administration; takes messages or directs calls to appropriate area of the department or Johns Hopkins.
- Answers email inquiries.
- Prepares for special events, meetings/training, including room reservations, set up, ordering supplies and food if needed, tracking attendance, preparing handouts.
- Works on special projects and other assignments, as needed.
- Participates as requested in the preparation of documents (typing, organizing, requesting various information including but not limited to business reports, records or research documentation, patient records, grant proposals, clinical or research protocols, employee documents, and/or finance & contractual agreements.
- Represents the department in answering the telephone and greeting & assisting all visitors in a positive and professional manner.
- Prepare & distribute agendas, meeting minutes & reminders for meetings. Coordinate meeting room schedules and availability. Set up and break down of meetings, conference phone or webcast.
- Compose agendas, documents, correspondence, and memos on behalf of the Director, leadership, or faculty. Transcribe and/or type manuscripts, technical documents, tables, graphs/charts, correspondence and notes, formatting and compiling information for grants, protocols, presentations, reports, manuscripts, etc.
- Provide support for activities with national societies, research projects, and scholarly publications and presentations, serving as a liaison between department and vendors, other departments, and outside organizations. Reference Management.
- 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. - Creates, maintains, & analyzes 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.
- Locates and compiles information and formats reports, graphs, tables, records and other sources of information. Assembles and categorizes data for written computation and calculations.
- Assists with special events and meetings: planning, set up, breakdown, and follow up.
- Utilizes Internet to search for information, contacts for research, and clinical consultation, international contacts for teaching and travel.
- Needs to know the campus locations, may travel to other areas of campus to deliver documents and important materials.
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.
Needs to have familiarity with interlibrary loan and medical library areas and systems. Ability to seek out information and appropriate contacts across Johns Hopkins Medicine.
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.
Equipment, Machine, or Tool Requirements
Computer (85%) including web-related software and hardware. Copier, Fax, Scanner, Phone, Printer, etc.
High School Diploma/GED. 3 years related 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.
Special knowledge, skills, and abilities
- Administrative professional with intermediate to advanced office skills including typing, editing/proofreading, filing.
- 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.
- Operates personal computer to access email, electronic calendars, and other basic office support software.
- Uses various software applications, such as spreadsheets.
- Maintains inventory of materials & supplies and coordinates purchasing of supplies, as needed. Requests online payments/reimbursements.
- Responsible for SAP transactions when assigned to complete these tasks; following JHU and department policies and procedures.
- Must demonstrate advanced skills in MS Office (Word, Excel, and PowerPoint).
- Knowledge of SAP, highly desired.
- Knowledge of Endnote reference manager system and PubMed web-based searches highly desired.
- Must demonstrate accurate typing, writing and editing skills.
- As this individual works in a patient care and employment setting, he/she must be knowledgeable of HIPAA, pathology medical records policy, quality assurance and confidentiality policies.
- While performing the duties of this job, the employee may remain in a stationary position (sitting) up to 80% of the time. Occasionally required to traverse throughout the office or to retrieve equipment, supplies, or other materials from other locations on campus.
- 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.
- While this position will be primarily at a desk in an office setting, work is within or near 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. Research areas may include animal, human, human products, DNA, and radiation protocols.
- May transport equipment and supplies usually less than 40 pounds from one area to another. May be required to lift and/or move up to 50 pounds with proper training, or precautions/lifting aides (example: supply boxes or Formalin cubes). In some areas, workspace is confined.
- 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 possible when authorized/needed to meet business and patient needs). When necessary, department may determine required attendance in the event of disaster or weather emergency, some staff are required to report to work.
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 email@example.com. 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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