Administrative Secretary

Requisition #: 315654

Range: OD

Level: 2

Salary: $30,805-$42,390

Status: Full Time

School: School of Medicine

Location: School of Medicine Campus

Location City: Baltimore

Location State: MD

Resume Required for Application: Yes

Area of Interest: Administrative

Contact: 410-955-2990

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General Description

Department: Ophthalmology

Hours: Monday-Friday, 40 hrs/wk.

General Summary:

The Administrative Secretary will provide administrative and secretarial support to clinical trials manager of a multi-faceted clinical/research office in the Retina division of the Wilmer Eye Institute. This is a support role to encompass office workflow, patient appointments, correspondence, special projects (as assigned), data compilation, and records control.

Duties and Responsibilities:

•Prepare patient folders for study visits, adding patients in Epic system, enter enrolled patient data into CRMS and other protocol databases and keep them updated as study participants progress as required into such databases.

•Complete, submit and file insurance clearance forms for the enrolled study patients.

•Maintain study binders.

•Maintain records through filing, retrieval, retention, storage, compilation, updating, and destruction.

•Answer and screen telephone calls, record messages with attention to detail, relay messages.

•Operate personal computer to access e-mail, electronic calendars, and other basic office support software, use various software applications, such as Microsoft Word, Excel, and PowerPoint to assemble, manipulate, and/or format data and/or reports.

•Operate office equipment such as photocopier, fax machine, and calculator.

•Assemble and categorize facts and figures for written computation and calculations. •Locate and compile information and format for presentation as required.

• Maintain calendars, schedule appointments and meeting rooms.

•Record and transcribe meeting minutes and track meeting attendance.

•Maintain filing system, to include peer review files.

•Use knowledge of scientific, medical, literary, or other technical terminology in written and verbal communications.

•Execute literary searches.

•Submit travel and expense reimbursement and online payment requests in SAP.

• Pick up and deliver materials as required.

•Organize special events including meetings, seminars, symposiums, e.g., ordering food, arranging rooms and audiovisual.

•Submit travel, online payment paperwork and purchasing requests to the Accounts Payable and Purchasing Assistants.

•Pick up and deliver materials as requested.

•Sort and distribute mail.

•Send out Courier mail (FedEx, UPS, etc.).

•May assist with typing correspondence, manuscripts, grants proposals, and filing.

Qualifications

High School Diploma/GED and two (2) 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. 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.


NOTE: 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 School of Medicine HR Divisional Office at 410-955-2990. For TTY users, call via Maryland Relay or dial 711.

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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