The Sr. Administrative Coordinator will provide complex administrative support to the Director of the Fellowship program/ Director of Faculty Experience.  Coordinate the administrative duties of the INR fellowship program. Provide administrative support to the Neuroradiology and Interventional Neuroradiology Division, including account reconciliation of non-sponsor accounts, coordination of events and IRB submissions.

Specific duties & responsibilities:

ADMINSITRATIVE

• Provide administrative support for the Director of Faculty Experience and Fellowship Director
• Provide administrative support to faculty in both INR and Neuroradiology divisions
• Compile and prepare materials, confirm event information with vendors, prioritize affairs, and help organize all faculty experience events independently
• Compose emails/correspondents on behalf of the Faculty Experience Director
• Demonstrates skills and ability in the management of a assembling projects with a restricted deadline, at any given time
• Negotiate packages and prices with vendors
• Maintain documents, receipts, sign-in sheets, and invoices for Faculty Experience events
• Organize, schedule, and plan Faculty Experience activities
• Proof-read documents
• Analyze clinic statistics on a monthly basis
• Perform H&P audits on a monthly basis, submit the information to the QA team
• Provide Stroke Center with all INR cases on a monthly basis
• Maintain and upload documents and invoice to JHBox
• Manage, maintain, and communicate the Faculty Experience budget

FELLOWSHIP

• Under the direction of INR fellowship training program Director provide support for the selection of the fellowship candidates
• Present candidates to the search committee for review
• Coordinate recruitment and interview process for incoming Fellows
• Process expense reimbursements
• Compose letters/emails to fellowship applicants
• Maintain and track fellowship program information using the ACGME guidelines.
• Coordinate training for new fellows
• Provide support and keep track of license to make sure fellows are compliant with JHU rules and regulations.
• Manages program adherence to ACGME equivalent policies
• Maintain recruitment documents in JHBox and manage the application process 
• Act a liaison with other institutions regarding recruitment, orientation, program affiliations agreements, and external rotations
• Provide administrative support to the INR  Fellows post docs
• Coordinate semi-annual performance reviews for Fellows with the Director
• Manage all applicants communications, including sending incoming Fellow need documentation to be completed prior to start date
• Act as liaison a between credentialing office, IT, Director, and incoming Fellow
• Procure lab coats, email addresses, ID badges, parking, etc. for incoming Fellows
• Coordinate all needed documents and personally deliver to credentialing office
• Manage and coordinator orientation program for incoming Fellows
• Maintain Fellows clinical and non-clinical hours in Qgenda
• Analyze and troubleshoot any discrepancies of the onboarding process for incoming Fellows
• Serve as the contact person for clarifying application policies, procedures, and program guidelines.
• Maintain accurate and complete records/documents via electronic filing in INR and Neuroradiology drive

FINANCIAL:

• Monthly Reconciliation of all non sponsor accounts for all Neuroradiology and Interventional Neuroradiology.
• Identify and solve incorrect entries.
• Perform account transfers to various accounts as needed
• Invoice and keep track of all expenses for the Visualization Center. Including, generate invoice, get signatures, sent invoice and track postings.
• Reconcile PCARD expenses.
• Provide summary reports to the Administrative Manager and keep all Faculty (Clinical and Research) update on their reimbursements and expenses.
• Performs accounts payable functions for both INR and Neuroradiology divisions in a timely and accurate manner such as; online payment request, purchase orders, travel reimbursements, and expense reimbursements
• Performs accounts receivable functions for both INR and Neuroradiology divisions in a timely and accurate manner such as; completing goods receipts for incoming supplies
• Assemble reimbursement with supporting documentation and check for accuracy as well as ensure information is correct and complete according to University policy prior to submitting in SAP
• Request and complete necessary documents for new/add vendor in SAP as needed
• Perform calculations, computations, and format/manipulate data using MS Excel, in addition to creating and updating current MS Excel spreadsheets
• Create an online, anytime verification process accessible at any time for Faculty and Manager
• Analyze accounts to ensure 3 way match with invoices, receipts, and line item
• Provide clinical Faculty with CPP account information and balance
• Analyze and calculate pro-fee and hospital billing for all INR Procedures on a monthly basis
• Analyze reports to ensure the financial detail report matches the financial summary report
• Manage, maintain, and communicate the budget for the Fellows
• Proactively and independently manage projects in addition to daily responsibilities
• Screen all incoming correspondences and respond to inquiries about the Fellowship program

RESEARCH

• Responsible for IRB applications and continue reviews
• Responsible for research coordination of some grants

Special knowledge, skills, and abilities: Ability to work independently, manage projects and determine priorities while maintaining a high degree of professionalism and confidentiality. Maintain effective and proactive communication with faculty, staff, fellows, administrators and students as required.  Must work closely with all levels of personnel within Johns Hopkins entities on a variety of issues including matters regarded as confidential and sensitive. Strong organizational skills with the ability to manage several projects simultaneously. Strong computer skills to include proficiency in: Microsoft Suite (Word, Outlook, Excel, PowerPoint, Access), Adobe professional, SAP, Qualtrics, and routine internet usage. Excellent writing, analytical and verbal skills.

Qualifications:

High school diploma or GED and five (5) years progressively responsible 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:

Bachelor’s degree desired.

Role/Level/Range: ATO/03/OF
Salary:  $19.62 - 27.00
Status:  Full-Time
Department name: 10003171-SOM Rad Neuro Interventional 
Work Schedule/Hours: m-F 8:30-5:00 
Location: 04-MD:School of Medicine Campus 
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 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.

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