Classified Title: Administrative Coordinator Working Title: Administrative Coordinator Role/Level/Range: ATO 40/E/02/OE Starting Salary Range: $17.25 - $23.72 Employee group: Full Time Schedule: M- Friday 8:30-5pm Exempt Status: Non-Exempt Location: 5200 Eastern Avenue Department name: 10002794-SOM DOM Bay Infectious Disease Personnel area: School of Medicine
The Administrative Coordinator provides administrative and secretarial support to the Division Chief, faculty, and staff of Infectious Diseases at Johns Hopkins Bayview Medical Center. This position includes secondary responsibilities in support of the Administrative Supervisor and the Medical Office Coordinator.
Duties & Responsibilities
Responsible for coordination of a multi-faceted and busy infectious diseases administrative office. Coordinate the day-to-day administrative, clinical and research activities for faculty to ensure a functioning office; interpret operating policies; exercise independent judgment in the resolution of administrative problems, prioritizing of workload, facilitating travel arrangements and expense reconciliation, and purchasing supplies. Coordinate special projects or programs, such as seminars, courses, in-service programs, etc. Serve as a resource in a team environment. Provide secretarial support to faculty and staff including appointments, transcription of medical records, correspondence, manuscripts, grant proposals, and filing. Understand HIPAA and departmental specific policies relating to medical records policies in regards to discussion, faxing and handling of patient medical records. Customer service representative duties - call for reports, slides, interface with various levels of administrative and clinical staff through Johns Hopkins and its health system as well as outside institutions.
Participate in the preparation of the medical records or research documentation, budget, administrative, and regulatory documents for patient records, grant proposals, clinical or research protocols, and/or contractual agreements.
Assist with the monitoring, spending and reconciliation of monthly budgets to maintain expense control.
Responsible for answering the telephone and various functions involved with returning materials received for consultation.
Assist with grant preparation, including NIH grant applications or other funding grants.
Interact with pathologists, assistants/residents, patients, administrative assistants, couriers, medical records/surgical pathology residents and patients.
Help with coordination and document management of narratives and statistical reports for private and government agencies.
Prepare and distribute agendas, meeting minutes and reminders for meetings.
Assist with the compilation of agendas, documents, correspondence, and memos on behalf of the faculty and administrative staff.
Prepare various paper and electronic forms such as journal vouchers, check deposits, invoices, Pcard transactions and shopping carts.
Confers with appropriate internal and external administrative offices to ensure that required procedures are followed.
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 faculty's activities with national societies, research projects, and scholarly publications and presentations.
Serve as a liaison between department and vendors, other departments, and outside organizations.
Assist in the coordination of faculty travel and faculty-sponsored events
Greet and assist all visitors.
Perform ad hoc research and fact-finding on a wide variety of administrative issues and items
Create, maintain, and analyze electronic and paper record keeping systems including retrieval, retention, storage, compilation, updating, and destruction of files; assist in the creation of new systems or revise established procedures as needed.
Maintain equipment and service contracts including computers, office equipment.
Organize and maintain paper and electronic files in line with the departmental goals of moving toward creating a paperless office.
Assist in the analysis and revision of office-operating practices such as record keeping systems, forms control, personnel requirements, recommending new systems or revising established procedures. Interpret and communicate operating policies.
Locate and compile information and format reports, graphs, tables, records and other sources of information. Assist with special events planning.
Operate personal computer to access email, electronic calendars, and other basic office support software. Perform SAP transactions including order of supplies (Shopping Cart).
Use various software applications, such as spreadsheets, relational databases and graphics packages to assemble, manipulate and/or format data and/or reports. Utilize Internet to search for information, contacts for research, and clinical consultation, international contacts for teaching and travel.
Perform other duties as required.
Fulfills secondary responsibilities as a Medical Office Coordinator:
Close collaboration with chief, practice manager, office supervisor, clinical staff and faculty regarding clinical practices.
Coordinate and schedule follow-up, new patient and hospital discharge patient appointments.
Assist with scheduling of clinical outpatients for laboratory test, medical examinations, and consultations.
Answers telephone, screens/triages patient calls, relays messages, and greets visitors.
Operates personal computer to access e-mail, electronic calendars, and other basic office support software related to the ordering of clinical forms (i.e. standard register, medical arts press) and completes various request forms for office supplies and equipment as directed.
Uses automated systems to access, enter, and edit patient information (EPIC).
Assists with maintaining clinical schedules, scheduling of clinical-associated appointments and arranging exam rooms.
Types medical reports and other documentation using medical terminology.
Obtains pre-certifications as required by patients' health care insurers or managed care providers.
Maintains familiarity with various types of medical insurance to explain these plans.
Relays information to patients regarding preparation for laboratory tests and examinations.
Confidential correspondence regarding/consisting of patient medical records.
Researches and prepares specialized reports and budgets.
Fax or mail completed consult notes to referring physicians.
Maintain and organize shadow charts.
Assists patients or family members with completion of medical insurance forms.
Assists patients, patients' families, referring physicians, and third party carriers to resolve patient related issues.
Informs patients of costs of care being provided, and guides them to appropriate resources for further information, guidance, or assistance.
Arranges or assists in arranging patient transportation.
Decision Making on a regular and continuous basis, exercises administrative judgment and assumes responsibility for decisions, consequences, and results having an impact on patient's service excellence, costs, and/or quality of service within the clinical practice.
Good communication - confidentiality is a must! Maintain confidentiality and discretion at all times. Maintain a high level of accuracy, organization, and time management in order to prioritize work. Experience working with various software applications required.
See Office Policy Manual regarding safe and compliant practices and procedures when dealing with patient communication and information abiding by HIPAA guidelines.
Exchanges non-routine information using tact and persuasion as appropriate requiring good oral and written communication skills.
High School Diploma or GED required. Three years of related experience required. 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
Must be able to operate a personal computer to access email, electronic calendars, and operate basic office support programs including Microsoft Windows programs.
Excellent communication skills and interpersonal skills.
Ability to work independently and multitask.
Final applicant for this position may be required to complete skills assessments appropriate to position description.
Experience using SAP strongly preferred.
Ability to stand, walk or sit for an extended period of time
Reaching 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.
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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