Job Req ID:  113388

Administrative Coordinator

We are seeking an Administrative Coordinator in the Division of Hospitalists at JHBMC to support the division’s junior leadership team as well as supporting the 60+ member practice. This person must be a highly organized self-starter capable of working independently with an unerring attention to detail and ability to multi-task in a fast-paced environment. The Administrative Coordinator must have impeccable communication skills with the ability to handle patient-care related calls and requests as well as work proficiently with individuals at various levels within and external to the organization. This position works in close collaboration with the division’s Sr. Administrative Coordinator to the Director, Associate Director and Administrative Manager in order to provide seamless support for the division.


Specific Duties & Responsibilities

  • Provide administrative support to the division’s Directors of Education, Research, Operations & Quality Improvement, Clinical Activity, and Wellness through management of tasks including but not limited to,
    • Coordinating quality improvement project scheduling and maintenance including project EQUIP.
    • Assisting in data collection, reporting and analyzing functions for reporting needs for divisional dashboards and other divisional initiatives.
    • Scheduling and tracking of medical learners including ensuring compliance with credentialing and HR requirements.
    • Coordination of Hospital Medicine Grand Rounds.
    • Assisting directors with overall scheduling related to their leadership roles.
    • Acting as a liaison for the Directors regarding any financial needs related to their leadership positions and projects.
  • Assist the Clinical Services Manager with processing and tracking of payroll entry for 14+ clinicians through the Kronos system.
  • Enter and track all divisional reimbursements and vendor payments in SAP.
  • Maintain CIMS personnel files and data, including tracking reappointment dates, review dates, compliance courses, license numbers and expirations and ensure divisional personnel’s compliance with all such mandates.
  • Coordinate interviews for physicians, NPPAs, fellows, and staff including but not limited to scheduling and preparing interview materials and hosting the candidates on-site during their interview process.
  • Prepare and track hospital credentialing and faculty appointment paperwork for new hires.
  • Assist with onboarding of new staff including scheduling and overseeing required training, creating personnel files including all required document (e.g. licensure), coordinating completion of HR and other paperwork, setting up parking, and ordering required equipment and supplies.
  • Coordinate execution of contracts, Part B forms and other required organization contracts and agreements by gathering necessary signatures and providing executed documents to the necessary parties.
  •  Assist in the maintenance of the divisional clinical schedule.
  • Prepare correspondence and documents such as letters of recommendation, reports, and other departmentally required documents.
  • Organize and plan all divisional meetings, events, retreats including space & supply acquisition and coordination of onsite details such as food, equipment, and materials.
  • Work in collaboration with other divisional administrative staff to provide office support including but not limited to:
    • Maintaining the Archibus Space Inventory & Functional Use Study
    • Communicating with patients, providers and staff and directing calls appropriate to CIMS personnel or other clinical care areas.
    • Submitting service requests to IS and Facilities as needed and track response until completed.
    • Answering divisional phone line(s).
    • Ordering office supplies.
    • Collecting and distributing mail within office and to hospital.


Special Knowledge, Skills, & Abilities

    • Excellent computer skills and organizational skills and attention to detail.
    • Outstanding verbal communication and interpersonal skills with participants, Principal Investigators, and other team members.
    • Interest in working with people with mental illness and disadvantaged populations.


    Physical Requirements

      • Sitting in a seated position for extended periods of time.
      • Reaching by extending hand(s) or arm(s) in any direction.
      • Finger dexterity to manipulate objects with fingers rather than with whole hand or arm, for example, using a keyboard.
      • Communication skills using the spoken word.



      Minimum Qualifications
      • High School Diploma or graduation equivalent.
      • Three years related experience.
      • Knowledge of software, including Microsoft Word and Excel is needed.
      • Additional education may substitute for required experience, to the extent permitted by the JHU equivalency formula.

       


       

      Classified Title: Administrative Coordinator 
      Role/Level/Range: ATO 37.5/02/OE  
      Starting Salary Range: $18.00 - $33.50 HRLY ($50,000 targeted; Commensurate with experience) 
      Employee group: Full Time 
      Schedule: 40hrs per week 
      Exempt Status: Non-Exempt 
      Location: Johns Hopkins Bayview 
      Department name: ​​​​​​​SOM DOM Bay Hospitalists  
      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:
      https://www.eeoc.gov/sites/default/files/2023-06/22-088_EEOC_KnowYourRights6.12ScreenRdr.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 https://accessibility.jhu.edu/.

      Johns Hopkins has mandated COVID-19 and influenza vaccines, as applicable. The COVID-19 vaccine does not apply to positions located in the State of Florida. 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 upon 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.

      Johns Hopkins Bayview