Provides high-level administrative and project support to the Medical Director of Executive Health/Clinical Director of General Internal Medicine and the Administrative Director of Executive Health; perform general office management duties necessary for the efficient operation of the Executive & Preventive Health Program. Responsibilities require significant collaboration and coordination with other departments, patients and colleagues. Maintain strict confidentiality of staff and patient information.
Specific Duties and Responsibilities:
Provides administrative support to the Medical Director of Executive & Preventive Health/Clinical Director of General Internal Medicine and Administrative Director which includes calendar management, coordinates travel logistics including transportation, accommodations and meals.
Provides project support. Example of project: oversight for the relocation of the program in the National Capital Region from Sibley Memorial Hospital to Rockledge in Bethesda, MD. This includes, but it not limited to being the primary liaison with the architects for design purposes, EPIC for the transition of the DEP, equipment purchases and lease arrangements, etc.
Participates in the design and implements a patient satisfaction tool and is responsible for aggregating and reporting results to departmental leadership.
Participates in designs of a departmental dashboard comprising of key financial and operational indicators, in conjunction with departmental leadership, then collects, prepares and distributes the dashboard to the management team, including the Executive Health Governing Council; data should come from SAP/BW, EPIC and Tableau.
Organizes high-level, complex meetings, prepares and distributes meeting materials and agendas; organizes supporting materials for meetings.
Schedules patients (Internal Medicine and Executive Health), as appropriate, for physician leadership.
Performs general office duties necessary for the efficient operation including assisting with conference room reservation requests, High Amenities Suite requests, clinic room utilization requests by outside departments, etc.
Requires significant collaboration with other department staff as well as outside vendors.
Composes visit summary letters for patients seen in the East Baltimore and Sibley Hospital locations and sends to the patient, their primary care physician and/or releases information via myChart.
Initiates office services such as ordering supplies, copier repairs, telephone changes, invoice entry, maintenance requests, and expense reimbursements.
Serves as the liaison to Marketing and Communications with respect to website and collateral material updates
Updates faculty and staff lists, group email lists and sets up Outlook Executive Health boxes for new staff.
Locates and compiles information from EPIC; formats reports, graphs, tables, records and other sources of information relating to the patient population of the program to present to the director for review.
Answers telephones, screens callers, takes messages and/or refers questions to the appropriate staff.
Serves as the department’s fire warden.
Utilizes department specific support databases, i.e. Executive Health database, as well as applicable enterprise-wide applications, i.e. EPIC, SAP to run reports to follow trends, update patient information and order inventory for the department.
Operates computer to access email, electronic calendars, eFax and other basic office support systems.
Uses various software applications to assemble, manipulate and/or format data and/or reports.
Knowledgeable of the informal and formal department goals, standards, policies and procedures which may include some familiarity of other departments within the school/division.
Requires sensitivity to the interrelationship of both people and functions within the department. Interprets and communicates operating policies.
Serves as backup cross coverage for program Guest Relations Specialist to include scheduling Executive Health Patients as well as escorting patients to their scheduled appointments when needed.
Assists the manager with special events planning in regards to scheduling team building activities for the department to arranging award ceremonies for the physicians.
Advanced use of MSOffice, including Outlook, Word, Excel, PowerPoint and Visio.
Professional & Personal Development:
Participates in on-going educational activities such as ELearnings directly affiliated with the evolvement of the position.
Keeps current of industry changes by reading assigned material on work related topics to retain knowledge of areas of healthcare that are relevant to our department that could affect patient care.
Adheres to Service Excellence Standards:
Continuous Performance Improvement.
Five (5) years related experience required.
Able to operate basic office equipment, e.g. computer, photo copier, scanner, telephone, fax machine.
Additional education beyond minimum experience qualifications 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. Additional related experience may substitute for required education on the same basis. 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
Technical Qualifications or Specialized Qualifications:
Able to operate basic office equipment, e.g. computer, photo copier, scanner, telephone, fax machine
Physical requirements for the job:
Able to sit in a normal seated position for extended periods of time.
Able to reach by extending hand(s) or arm(s) in any direction.
Finger dexterity required, able to manipulate objects with fingers rather than entire hand(s) or arm(s), e.g., use of computer keyboard.
Able to communicate using the spoken and written word.
Able to see within normal parameters and to hear within normal range.
Able to move about.
Able to lift minimum weight, 10 lbs.
Classified title: Sr. Administrative Coordinator
Working title: Sr. Administrative Coordinator
Role/Level/Range: ATO 40/E/03/OF
Starting Salary Range: $19.82 - $27.26 (commensurate with experience)
Employee group: Full Time
Schedule: 8 hours/day, Monday - Friday
Employee Status: Non-exempt
Location: 601 N. Caroline Street, Ste 7062
Department name: 60007627 - SOM - Executive Health - Clinical Practice Association/ Executive & Preventive Health
Personnel area: SOM - School of Medicine
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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