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Job Req ID:  102820

Administrative Coordinator

The School of Medicine is seeking an Administrative Coordinator to provide administrative support to the Division of Pediatric Cardiology core faculty. This position ensures smooth functioning of administrative activities for multiple physicians/faculty within the Division. In addition, will coordinate efficient use clinic time for Cardiac Catheterization and Electrophysiology. This role reports directly to the Administrative Supervisor for the Division and works closely with other members of the divisional administrative team. The Administrative Coordinator has responsibilities across the East Baltimore including satellite locations for care and through telemedicine.


Specific Duties & Responsibilities

  • Provide administrative support to multiple faculty in the Division of Pediatric Cardiology.

  • Understand the priorities and goals of the Division to accurately manage conflict-free electronic calendars for multiple meetings and manage frequent requests. Resolve scheduling conflicts. Rank and prioritize meeting requests and response times. Schedule meetings, make appropriate arrangements for meetings, independently compile and prepare materials, confirm meeting details and assist with communication and other details as needed.
  • Assist faculty and staff in preparing and submitting manuscripts, reports and other publications.
    • Demonstrate excellent skills and proficiency in the management of a multitude of demanding projects at any given time.
      • Process invoices, order office supplies in a timely and thorough manner.
        • Provide for the administrative needs of staff by supervising the procurement, maintenance, and replacement of office supplies and equipment as needed. Other responsibilities as required/assigned.
          • Coordinate with patient and hospital, complex procedure scheduling including dates for surgery and office visits, preparation and dissemination of pre-operative and hospital admission information. Collect insurance information and complete surgery scheduling and registration in EPIC.
            • Support the physician with insurance preauthorization and single case agreement processes by submitting necessary clinical information as instructed by the physician.
              • Act as a liaison for patient, coordinating future consultations, diagnostics tests, or procedures.


              Special Knowledge, Skills & Abilities

              • Must be proficient in Microsoft Office Suite and able to use various software applications.
              • Experience with EPIC software.
              • Experience with Humanities & Qgenda scheduling software.
              • Excellent interpersonal and communication skills, both oral and written, ability to clearly relay information to faculty, staff and students.
              • Ability to independently interpret policies and processes.
              • Very strong organizational skills, analytical and problem-solving abilities, and attention to detail.
              • Proven ability to assess priorities, respond quickly to changing needs, and balance competing responsibilities.
              • Must have the ability to work with flexibility on several tasks simultaneously and to meet various concurrent deadlines.
              • Proficiency with Microsoft Word and other Microsoft Office applications.
              • Technical qualifications or specialized certifications: EPIC, Microsoft Office.


              Minimum Qualifications
              • High School Diploma or graduation equivalent.
              • Three years related experience.
              • Additional education may substitute for required experience, to the extent permitted by the JHU equivalency formula.


              Preferred Qualifications
              • Two years college or equivalent work experience.
              • Knowledge of patient registration and scheduling in Epic and experience in the Johns Hopkins system strongly preferred.

               

               

              Classified Title: Administrative Coordinator    
              Role/Level/Range: ATO 37.5/02/OE  
              Starting Hourly Pay Rate Range: $17.95 - $25.30/hr (Commensurate with experience)
              Employee group: Full Time 
              Schedule: M-F; 8:30 - 5:00pm 
              Exempt Status: Non-Exempt 
              Location: School of Medicine Campus 
              Department name: SOM Ped Cardiology
              Personnel area: School of Medicine 

               

              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.

               

              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.

               

              Note: Job Postings are updated daily and remain online until filled.

              School of Medicine - East Baltimore Campus