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Job Req ID:  105738

Administrative Coordinator

We are seeking an Administrative Coordinator who will provide administrative and clinical support for faculty and staff of Fetal Therapy Program, under the Director of the Center for Fetal Therapy. This position will be responsible for a full range of clerical, administrative, clinical support activities.


Specific Duties & Responsibilities 


Administrative

  • Handle and screen incoming telephone calls, faxes, electronic and voice mail in an efficient and organized manner.
  • Provide conflict-free calendar of meetings and appointments of the Director and other physicians and staff including those held both inside and outside the institution.
  • Utilize Microsoft Word for management and production of substantial correspondence flow.
  • Utilize EXCEL and EPIC to create list and reports.
  • Plan travel itineraries, (Transportation, lodging, etc). Process expenses in a timely manner.
  • Provide secretarial support to faculty including appointments, correspondence, manuscripts, grant proposals and filing.
  • Understand and execute HIPPA and departmental specific policies relating to handling of patient medical records.
  • Prepare and distribute agendas, meeting minutes and reminders for meetings.
  • Compose agendas, documents, correspondence, and memos on behalf of the faculty.
  • Perform SAP transactions including ordering of supplies, paying bills, and travel reimbursements (Shopping Cart / On-Line Payment Request / Concur).
  • Coordinate with the offices of the Department Chair, research, CME, vendors, and other pertinent associates.


Clinical 

  • Facilitate scheduling of all surgical procedures, preoperative tests and procedures and mailing of letters and surgical packets to patients to notify of procedure date.
  • Assures all patient correspondence (consent, orders, history and physical, etc.) is transmitted to correct areas in a timely manner to streamline patient care.
  • Order supplies and equipment. Monitor clinical space needs and follow up with work orders and housekeeping requests.


Degree of Independent Action performed on the job

  • Must be able to work independently on a daily basis with little or no supervision.
  • Internal and external contacts required as part of the job:
  • Will be required to interact with primary care physicians, referring physicians and their staff, as well as internal joint surgeons and their staff, departmental financial staff and other departmental staff.


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


Special Knowledge, Skills & Abilities

  • Required - Microsoft Word and Excel; SAP.
  • Preferred: Microsoft Teams, Zoom, EPIC, Concur, RedCap.
  • Computer or other special needs for the position: Use of computer, scanner, fax, copier.
  • Machines and/or equipment used on the job, include % of time used: Use of computer, scanner, fax, copier.

Classified Title: Administrative Coordinator   
Role/Level/Range: ATO 37.5/02/OE  
Starting Hourly Pay Rate Range: $17.95-$25.30  (Commensurate with experience)
Employee group: Full Time 
Schedule: Monday - Friday, 8:30 am - 5:00 pm 
Exempt Status: Non-Exempt 
Location: School of Medicine Campus 
Department name: ​​​​​​​Fetal Therapy Program  
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