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Job Req ID:  1948

Administrative Coordinator

Job Title: Administrative Coordinator                  

Role:  ATO                                       

Level:  2                               

Range:  OE

Salary Range: $35,172.72 - $48,349.68                                           

Status: Non-exempt                                    

Hours:  40 Hours/Week

Work Week: M-F 8:30-5:00                       

Division: Transplant                     

Department:  Surgery         

Location: East Baltimore                      


General Summary:


Serves as assistant to Transplant Faculty. Will manage calendars and all scheduling related to research, teaching, and patient care, which includes exercising independent judgment in resolution of administrative problems. Coordinate the day-to-day activities of a multi-faceted medical and/or surgical practice(s) and newly created Multi-D clinic to ensure a smoothly functioning office and good patient relations. Resolve patient problems, third party issues, or refer patients to appropriate resources. Serve as resource in team environment. Adapt to changes in technology and software to ensure efficient office practice. May perform duties of a sensitive and confidential nature. Must be able to work in a fast paced and demanding environment and must be able to function independently.



Duties and Responsibilities:


Administrative duties (60%):

  • Provide administrative support for faculty, staff, and fellows, as it relates to above practice(s) as needed.
  • Manage the administrative aspects of clinic; schedule sessions, manage attending schedule.
  • Coordinate travel and lodging arrangements and subsequent budget reconciliation.
  • Serve as point of contact and manage philanthropy, discretionary, and leadership funds.
  • Operate personal computer to access e-mail, electronic calendars and other basic office support software.
  • Use various software applications, such as spreadsheets, relational databases, statistical packages, and graphics packages to assemble, manipulate and/or format data and/or reports.
  • Use personal computer to prepare manuscripts, statistical reports, tables and charts using knowledge of scientific, medical, literary, or other technical terms.
  • Type routine correspondence and reports from dictation or handwritten copy using personal computer.
  • Operate office equipment such as photocopier, fax machine, and calculator; coordinate the servicing of equipment.
  • Manage calendar and schedule appointments and meeting rooms for Clinical Director and other physicians, as assigned.
  • Coordinate special events planning, office activities, special projects and committee meetings.
  • Pick up and deliver materials as required.
  • Answer telephone, screen calls, relay messages, and greet visitors Open, sort and screen mail.



Patient related responsibilities (40%):

  • Coordinate a multi-faceted, high volume group medical practice.
  • Assist patients, patients' families, referring physicians, and third party carriers to resolve patient related issues.
  • Triage patient calls and medical issues.
  • Answer patient medical questions where appropriate and determine if physician/mid-level provider/nurse response is required.
  • Effectively communicate with multiple physicians/mid-level providers/nurses to handle patients’ medical issues and ensure that all issues are brought to closure.
  • Maintain clinical template and schedule appointments for multiple physicians.
  • Responsible for patient letters, including clinic and visit notes, as well as prescription refills as needed.
  • Schedule patients for laboratory tests, medical examinations, procedures, and admissions.
  • Resolve any schedule conflicts.
  • Use automated records systems to access, enter, and edit patient information.
  • Relay information to patients regarding preparation for laboratory tests, examinations, and procedures.
  • Assure all patient correspondence (consent, orders, history, and physical, etc.) is transmitted to correct areas in a timely manner to streamline patient processing.
  • Utilize knowledge of physicians' practice and requirements of third party payors to provide appropriate documentation to assure authorization/certification for medical services.
  • Demonstrate awareness of limitations of institutional resources and seek to maximize physician scheduling within this context.
  • Proactively seek to schedule/reschedule patients to efficiently utilize resources (e.g., backfill to cover cancellations or add urgent appointments).
  • Maintain familiarity with various types of medical insurance to explain these plans.
  • Assist physicians in monitoring signing of operative notes, discharge summaries, and clinic notes.
  • Inform patients of costs of care being provided and guide them to appropriate resources for further information, guidance, or assistance.
  • Obtain pre-certifications as required by patients' health care insurers or managed care providers.
  • Assist patients or family members with completion of medical insurance and medical record release forms.
  • Arrange or assist in arranging patient transportation.
  • Arrange or assist in arranging clinical interpretation services for deaf or non-English-speaking patients; perform other duties as required.

Education: High school diploma/GED.  Additional education may substitute for some experience, to the extent permitted by the JHU Equivalency Formula.

Equivalency Formula: 30 undergraduate degree credits or 18 graduate degree credits = 1 year of experience. For jobs where equivalency is permitted, up to two years of non-related college coursework may be applied towards the total minimum education/experience required for the respective job.


Experience:  3 years of progressively responsible related experience required. Experience in administration and grant/proposal development strongly preferred.



Special Knowledge, Skills, and Abilities:  Experience using Microsoft office suite applications (Word, Excel, and PowerPoint), managing multi-line phones. Must have excellent communications and organizational skills.


School of Medicine - East Baltimore Campus

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