Career Center
Baltimore, Maryland
Baltimore, Maryland
Posted: 11-Jan-23
Location: Baltimore, Maryland
Salary: Open
Internal Number: 107304-en_US
We are seeking a Sr. Administrative Coordinator who will provide administrative and clinical scheduling support for the Vice Chairman and the Division of Adult Urology to include the director, physicians, and clinical scheduling coordinators.
Specific Duties & Responsibilities
- Provide complex administrative and project support to Vice Chairman.
- Maintains Vice Chairmans calendar; coordinates meetings, retreats, conferences, facilities and services with University and Hospital officials as well as prospective donors and sources of clinical referrals such as embassy officials.
- Coordinate meetings technical support as appropriate, send meeting reminders, prepare agendas, take minutes, distribute materials, and provide follow-up information regarding meeting actions and decisions.
- Produce quality printer and projection materials for presentation, lectures, manuscripts and reports including figures, graphs, charts, technical documents and tables.
- Proofread and edit documents.
- Independently prepare manuscripts for submission following journal instructions.
- Locates and compiles information and formats reports, graphs, tables, records, and other sources of information.
- Assembles and categorizes facts and figures for written computation and calculations.
- Prepare correspondence for the Vice Chairmans review and approval before dissemination.
- Coordinate evaluation process for Vice Chairmans reports.
- Assists the Vice Chairman and his team in tracking projects, initiatives and priorities for the urology department across all venues of operation.
- Complete additional administrative duties such as: maintaining team telephone directories, processing reimbursements and other expenses, compiling meeting materials, and reserving meeting rooms and/or catering for special events.
- Assist the Director, Associate Director, and Administrator in daily coordination of activities, including providing reminders, supplying directions, and coordinating needed materials.
- Create and manage hard copy and electronic filing systems for all key correspondence, reports and documents.
- Manage incoming calls, receive and distribute messages, directing calls, and assisting callers as appropriate.
- Screen incoming documents and messages, determine priorities, and ensure appropriate actions are taken in a timely manner.
- Arrange national and international travel arrangements and coordinate traveling schedule with clinic staff. This includes airline reservations, hotel accommodations, registration forms, etc. Types travel itinerary.
- Assist faculty in their capacity as editors of several medical bulletins. Responsibilities include receiving manuscripts, maintaining a record of each manuscript, corresponding with authors and publishers.
- Coordinates faculty recruitment for adult urology.
Coordinate the Administrative Activities for Adult Urology and Minimally Invasive Surgery leadership
- Prepare letters of recognition, arrange for special occasion recognition.
- Identify and resolve administration problems and issues.
- Develop and recommend administrative processes and procedures to assure efficiency.
- Interprets and communications operating policy.
Patient Scheduling & Medical Administrative Support
- Coordinate scheduling of clinic appointments, procedures, and other ancillary tests/lab tests/procedures and coordinate with other areas to complete scheduling process.
- Monitor procedures email group and post cases as assigned.
- Ensure that all patients have their outside medical records scanned into Epic for review in advance of office visit.
- Assist with rescheduling patient appointments for canceled clinics.
- Contact all new patients prior to their first appointment to confirm appointment and location.
- Answer clinical providers patient appointment phone number and triage requests accordingly.
- Professionally and efficiently, handle incoming requests from patients and ensure that issues are resolved both promptly and thoroughly.
- Gather patient information, answer questions from patients, where applicable, and document interactions in applicable systems.
- Refer patients to appropriate resources for information, guidance, or assistance.
- Assists patients, patients' families, referring physicians and third party insurance companies to resolve patient-related issues.
- Answer in-coming calls from patients and provide information to patients, as appropriate.
- Triage patient calls where appropriate and determine if medical staff response is required.
- Assure all patient correspondence is transmitted to correct areas in a timely manner to streamline patient processing. Scan patients outside medical records and upload into their electronic charts in EPIC.
- Organize and obtain all materials for surgeon care of patients. This includes outpatients and inpatients from obtaining pathology reports, pulling charts, making new patient charts, filing patient materials, obtaining x-rays and notes from referring physicians.
- Obtain precertification as required by patients' health care insurers or managed care providers.
- Utilize knowledge of medical staff(s) practice and requirements of third-party payors to provide appropriate documentation to assure authorization/certification for medical services.
- Assist patients or family members with completion of medical insurance forms.
- Assist in preparation of forms to complete as requested by the patient such as: Disability, Family Medical Leave, Workers Compensation, Medical Assistance Application, MVA, etc.
- Scan completed forms into electronic charts in EPIC and send original to patients for their records.
- Copy and send medical records to other physicians and insurance companies as requested by patients and any other correspondence as needed by patients.
- Monitor fax server and index faxes.
Special Knowledge, Skills, & Abilities
- Demonstrates critical thinking for problem solving.
- Readily accepts new responsibilities and assignments.
- Displays flexibility in adjusting to the fluctuating needs of the department.
- Demonstrates proficient and expertise with software applications, databases, spreadsheets, relational databases and graphics packages.
- Demonstrates excellent leadership skills.
- Knowledge of medical terminology.
- Strong organizational skills and excellent attention to detail.
- Must have excellent time management skill.
- Ability to understand and implement support for clinical trials.
- Ability to manage multiple projects at once, and effectively prioritize each.
- Outstanding verbal communication and interpersonal skills.
- Basic knowledge of operating a personal computer to access email, utilize electronic calendar systems and databases, and use of basic computer software (Microsoft Word, Outlook, Excel, Adobe)
- Prior knowledge or willingness to learn how to use Hopkins based systems such as EPIC, CRMS, etc. that are integral pieces of the medical and medical research enterprise at JHMI.
Technical Qualifications or Specialized Certifications
- PC related software, printers, copiers and scanners.
Physical Requirements
- Able to sit in a normal seated position for extended periods.
- 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.
- Able to sit in a normal seated position for extended periods.
- 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.
Other
- Must adhere to guidelines regarding honest reporting of sensitive and confidential patient information.
- Employee will be required to complete specific training related to HIPAA, human subjects research, EPIC, and other specified training courses as the position requires.
- Understands the importance/impact of data integrity in terms of patients, study results, costs, quality of service and scientific research in general. Regular contact with physicians, other health care personnel and patients requires the use of good judgment, tact and sensitivity.
*This description is a general statement of required major duties and responsibilities performed on a regular and consistent basis by the incumbent. It should not be held to exclude other duties not mentioned that are similar in nature and level of difficulty.
Minimum Qualifications
- High School Diploma or graduation equivalent.
- Five years progressively responsible administrative experience.
- Additional education may substitute for required experience, to the extent permitted by the JHU equivalency formula.
Preferred Qualifications
- Associates or Bachelor's Degree.
- Experience using EPIC.
Classified Title: Sr Administrative Coordinator
Role/Level/Range: ATO 40/E/03/OF
Starting Hourly Pay Rate Range: $20.40-$28.00-$35.70 HRLY (Commensurate with experience)
Employee group: Full Time
Schedule: Monday - Friday, 8:30 A.M - 5:00 P.M
Exempt Status: Non-Exempt
Location: Hybrid/School of Medicine Campus
Department name: SOM Uro Endourology
Personnel area: School of Medicine
Total Rewards
The referenced salary range is based on Johns Hopkins University's good faith belief at the time of posting. Actual compensation may vary based on factors such as geographic location, work experience, market conditions, education/training and skill level. Johns Hopkins offers a total rewards package that supports our employees' health, life, career and retirement. More information can be found here: https://hr.jhu.edu/benefits-worklife/
Please refer to the job description above to see which forms of equivalency are permitted for this position. If permitted, equivalencies will follow these guidelines:
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.
**Applicants who do not meet the posted requirements but are completing their final academic semester/quarter will be considered eligible for employment and may be asked to provide additional information confirming their academic completion date.
The successful candidate(s) for this position will be subject to a pre-employment background check. Johns Hopkins is committed to hiring individuals with a justice-involved background, consistent with applicable policies and current practice. A prior criminal history does not automatically preclude candidates from employment at Johns Hopkins University. In accordance with applicable law, the university will review, on an individual basis, the date of a candidate's conviction, the nature of the conviction and how the conviction relates to an essential job-related qualification or function.
The Johns Hopkins University values diversity, equity and inclusion and advances these through our key strategic framework, the JHU Roadmap on Diversity and Inclusion.
Equal Opportunity Employer
All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.
EEO is the Law
Learn more:
https://www.eeoc.gov/sites/default/files/migrated_files/employers/poster_screen_reader_optimized.pdf
Accommodation Information
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 Talent Acquisition Office at jhurecruitment@jhu.edu. For TTY users, call via Maryland Relay or dial 711. For more information about workplace accommodations or accessibility at Johns Hopkins University, please visit accessibility.jhu.edu.
Johns Hopkins has mandated COVID-19 and influenza vaccines, as applicable. Exceptions to the COVID and flu vaccine requirements may be provided to individuals for religious beliefs or medical reasons. Requests for an exception must be submitted to the JHU vaccination registry. For additional information, applicants for SOM positions should visit https://www.hopkinsmedicine.org/coronavirus/covid-19-vaccine/ and all other JHU applicants should visit https://covidinfo.jhu.edu/health-safety/covid-vaccination-information/.
The following additional provisions may apply, depending on campus. Your recruiter will advise accordingly.
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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