Administrative Coordinator

Location
Maryland, United States
Posted
16 Nov 2018
End of advertisement period
16 Jan 2019
Ref
12561
Contract Type
Permanent
Hours
Full Time

Role/Level/Range: ATO 40/E/02/OE 
Starting Hourly Pay Rate Range: $17.25 - $23.72
Employee group: Full Time 
Schedule: Monday - Friday, 8:30a - 5:00p / 40 hrs per wk 
Exempt Status: Non-Exempt ​​​​​​​ 
Location: 04-MD:School of Medicine Campus 
Department name: 10003541-SOM Sur Trauma Surgery 
Personnel area: School of Medicine

General Summary/Purpose

Provides administrative and clinical support to two faculty members in the Division of Surgical Oncology and fulfills administrative duties to support the overall office. This position will be the first point of contact to the Division for all constituents.  The Administrative Coordinator will serve as a liaison with other University Departments, medical center departments, and external organizations. The Administrative Coordinator will work in a fast paced and demanding environment and must be able to function independently.

Responsible for, but not limited to the following:

  • Manage the faculties’ electronic calendars for multiple meetings and manage frequent requests. Resolve scheduling conflicts. Ensure that the faculty is fully prepared for meetings and appearances by coordinating, collecting and providing materials to participants in a timely fashion.
  • Develop or revise filing system to maintain academic, administrative, donor, VIP and other relevant files. Maintain files and record keeping systems
  • Plan special events and meetings. Work on special projects as requested.
  • Schedule and coordinate all departmental meetings
  • Complete all paperwork related to process patient appointments
  • Send correspondence to referring physicians and patients in a timely manner
  • Prepare correspondence from dictation as requested
  • Prepare and edit slides, manuscripts and reports as requested
  • Make travel and accommodation arrangements for faculty and visitors
  • Coordinate medical practice with the access center. Work with advanced practice, access center and faculty to ensure successful patient visits.
  • Maintain accurate patient records and resolve patient related issues.
  • Utilize knowledge of physician’s practice and requirements of third party payors to provide appropriate documentation to assure authorization/certification for medical services.
  • Triage patient calls and medical issues.  Answers patient medical questions where appropriate and determines if physician/nurse response is required.
  • Machines and/or equipment used on the job include a PC, laptop, phone, fax, copier, scanner, printer, LCD projector, and transcription equipment
  • Coordinate meetings/events which involve securing venues as well as coordinating travel, hotel, reimbursement and payment of honoraria for guest lecturers as well as developing itineraries for guests/potential faculty recruits
  • Renew licenses and memberships for faculty as needed.
  • Prioritize workloads as needed to meet competing deadlines
  • Perform other duties and special projects as assigned

May perform duties of a sensitive and confidential nature, therefore the position requires an immense degree of discretion and tact.

The qualified candidate must demonstrate the ability to communicate on a professional level, act appropriately and effectively with all levels of staff, exercise good judgment, and think creatively to manage complex projects and to resolve operational issues. 

Operations:

  • Assist with analysis of clinical operations of outpatient & inpatient clinical activities and work with clinical leadership to create schedules, new systems or revise established procedures.
  • Work with the medical center’s department of Information Services to maintain Department computer equipment and software, assist faculty and staff in accessing network systems and provide account information to Information Services office upon request.
  • Assist with special events planning.

Scope of Responsibility:

Knows the formal and informal departmental goals, standards, policies and procedures which may include some familiarity of other departments within the school/Department. Is sensitive to the interrelationship of both people and functions within the department.

Decision Making:

Carries out duties and responsibilities with limited supervision. Makes decisions and establishes work priorities on essentially procedure-oriented operations.

Communication:

Exchanges non-routine information using tact and persuasion as appropriate requiring good oral and written communication skills.

Minimum Qualifications

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. *

Preferred Qualifications

Bachelor’s degree strongly preferred. Prefer two years in related work at JHU or other academic setting.

Special Knowledge, Skills, and Abilities

Requires experience using Microsoft office suite applications, managing multi-line phones, knowledge of SAP system, accounts payable; and some grant & manuscript preparation. Must have strong organizational skills, ability to complete tasks, be detail oriented, and have the ability to work with minimal supervision.

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 jhurecruitment@jhu.edu. 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.

Equal Opportunity Employer

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