Share this Job
Job Req ID:  619

Administrative Supervisor

Classified title: Administrative Supervisor

Role/Level/Range: ACRO/3/CD

Starting Salary Range: $40, 019 - $55,058

Employee group: Full time

Employee subgroup (FLSA Status): Exempt

Schedule (hours/days): 37.5 Monday-Friday 8:30a.m.-5:00p.m. 

Location: Bayview Medical Campus

Department:  Pulmonary
 

 

Provides complex senior administrative and leadership support to the Clinical and Medical Director(s) of the Sleep Medicine Center within the Division of Pulmonary and Critical Care Medicine, and the sleep medicine faculty. Individual would supervise and support faculty-related academic initiatives within the Center as well as coordinate the day-to-day clinical operations of the Sleep Medicine Clinic at JHH and added support to the Sleep Medicine Clinic at JHBMC when needed.

 

The individual will serve as liaison for the group with the department/divisional administration, billing office, central scheduling, patient relations, medical records, electronic medical records systems (e.g. Epic), and the sleep services testing provider. Within this network, the supervisor will assist with resolving patient problems/concerns, third party issues, or refer patients to appropriate resources. Adapts to changes in technology and software to ensure efficient office practice. This individual will supervise administrative support or other office staff that support the clinic, will assist with interpreting and communicating operating polices set by the University and Hospital(s). They should be able to work with others in a team environment.

 

Program Planning and Development:

  • Participates in the development, management, analysis and evaluation of strategic initiatives within the Center, collaborates with director(s) and administrator(s) on program pilots. Organization and planning of specific Center projects and programs including initiation, coordination, and implementation process.  Programs include: JHH and JHBMC based clinical practice, the JHBMC Sleep Laboratory, Johns Hopkins University Sleep Medicine Fellowship program, visiting medical students, residents for outpatient clinical electives program, and T-32 training grant on Sleep and Genomics. 
  • Representative for the Sleep Section clinical and medical director, the Sleep Center, and its programs, liaison to JHU/JHHS and all constituents (faculty, students, staff, alumni, donors, community, professional colleagues, local/state/federal government agencies, etc. - national and international). Serves as conduit to other University divisions, leadership, medical center departments, and external organizations such as the NIH, ATS, ACCP, and AASM.
  • Administrative management support of the outpatient clinical practice, management of the scheduling protocol with DOM Central Scheduling group at Keswick.  Administrative support to Clinical and Medical Director and faculty with close collaborations with the Ambulatory Training & Compliance Department, Ambulatory Administration and Practice Manager, and ensure compliance of clinical procedures and policies 
  • Coordinate and supervise special projects and events, office activities and committee meetings. May include assisting the practice in setting up rooms, catering, phone lines, audio visual needs and management of other vendors as needed.
  • Type routine correspondence and reports from dictation or handwritten copy using personal computer needed to support clinical providers and the practice. Assists in preparation of other reports, tables, charts, and presentations using software such as Word, Excel, Access, and PowerPoint for clinical leadership.


Sleep Medicine Clinic Operations:

  • Coordinate a multi-faceted, interdisciplinary, high volume medical practice. Assist with interpreting operating policies set by the University Practice and Hospital by attending the Clinic Managers Meeting; Exercises independent judgment in the resolution of administrative problems. Promotes service excellence to ensure patient, staff and physician satisfaction as outlined in the Service Excellence Standards of Behavior employee reference guide.
  • Supervise and train other Sleep Clinic staff that assist in the operation of the Sleep Center including scheduling, EPIC use, clinic preparation, etc. Ensure staff compliance with University or Hospital training. Act as point of contact to coordinate services between the sleep centers and Hopkins and non-Hopkins-related durable medical equipment companies.
  • Assist clinical director in developing policies and best practices to coordinate patient care follow-up in concert with sleep service testing company that provide services to the Johns Hopkins Health System. Assist by preparing and implementing policies and procedures that govern clinical providers that practice within the Sleep Center. Analyze clinic operating practices and make suggestions about personnel requirements, creating new systems, and revising established procedures.
  • Monitor clinic compliance with quality assurance guidelines and makes arrangements for implementation. Monitor clinic volumes for the Center and provides monthly reports to the medical director. Monitor staffing of patients seen by trainees to credit faculty with patient oversight in clinic.
     
  • Set and monitor physician templates in patient scheduling system in coordination with central scheduling. Address provider requests for closing and opening of clinic sessions. Resolve scheduling conflicts, monitors room utilization, and maintains clinic patient flow. Coordinate clinic schedules for sleep fellows and rotating residents and fellows in coordination with parent department/division.
  • Prepares and maintains clinic statistics and reports using database or spreadsheet software. Develop reports to track referral/consult patterns, data regarding physician availability, appointment waiting periods, and no-show appointments. Participate in weekly staff meetings on processes that affect Sleep Center operating across the JHH and JHBMC campus. Assists director(s) in implementing decisions made during staff meetings.
  • Monitors and corrects patient billing issues due to missed registration, improper coding and other missing information. Research issues relating to billing or charge capture, discusses issues with appropriate staff and/or physicians, and takes necessary measures to resolve issues with support from the division clinical administrator and medical director.
  • Triages patient calls and medical issues. Intervenes, as necessary, on issues relating to patient complaints, health care providers' concerns, and operational issues, and takes measures to correct situation or ensures appropriate personnel are involved. Maintains familiarity with various types of medical insurance to help guide patients understanding of coverage of sleep medicine related services.

 

Medical Office Operations:

  • Assist staff in directly answering telephone, screens callers, relays messages, and greets visitors.  These duties also include confirming appointments, scheduling, referral forms, verifying insurance, filling out patient forms, supply ordering, scanning of documentation into Epic, servicing of office equipment, processing outside referrals, medical records requests, answering busy center phone lines and responding to phone messages, medication refills, patient correspondence, returned mail, purging of patient files  and responding to in-basket messages.
  • Assist providers in coordinating patient appointments with central scheduling for laboratory tests, medical examinations, procedures, and admissions. Coordinates visits either within the department or between several departments. Relays information to patients regarding preparation for laboratory tests and examinations. Prints and mails directions, maps and department specific information to patients.
  • Telephone and interview patients and/or family members to obtain accurate pre-registration information and to confirm appointments, when central scheduling is not able to.
  • Fill vacancies in clinic slots due to patient cancellations when central scheduling not able.
  • Use automated records systems to access, enter, and edit patient information. Uses various software applications, such as spreadsheets and relational databases to assemble, manipulate and/or format data and/or reports.
  • Set up medical record charts, print EPIC records as required for providers, verify EPIC visits, coordinate scheduling of ancillary services. 
  • Relay information to patients regarding preparation for laboratory tests, examinations, and procedures. Assures all patient correspondence (consent, orders, history, and physical, etc.) is transmitted to correct areas in a timely manner to streamline patient processing.
     
  • Assist provider(s) in monitoring signing of clinic notes, consultative notes, DME providers orders, and preparation/completion of other medically-relevant patient needs (e.g. disability forms, utilities letters, patient complaints, etc.).
  • Collect information on patent adherence from PAP data cards using third-party software when needed and interact with Hopkins IT to resolve issues when systems are not working.
  • Obtain pre-certifications as required by patients' health care insurers or managed care providers for clinic related activities. Assists patients or family members with completion of medical insurance forms.
  • Utilize knowledge of providers(s)' practice and requirements of third party payers to provide appropriate documentation to assure authorization/certification for medical services.
  • Facilitate communications with referring providers through EPIC or mail/faxes, which can include transmission of testing results and consultative notes.
  • Maintain records through filing, retrieval, retention, storage, compilation, coding, updating and destruction. Open, sort, and screen mail and faxes. Operates office equipment such as photocopier, fax machine, and calculator; coordinates the servicing of equipment. Operates personal computer to access e-mail, electronic calendars, and other basic office support software. Completes various request forms for office.

 

Financial and Administrative Operations:

  • Collaborate with Assistant Administrator & Financial Manager in the compilation and management of Sleep Section related program/clinical financial reports and data. Monitor monthly expenditure statements for budgets and prepare documents required to maintain balanced accounts for review and approval by division clinical administrator.
  • Development, implementation and maintenance of office policies and procedures.
  • Grant and sponsored project administrative support, including support on grant outline, submission and compliance. Work closely with Sr. Research Services Analyst and Financial Manager on Sleep Medicine Section expenditures and financial compliance to ensure efficient use of program equipment and resources. Procurement of new equipment, creation of analysis and justification proposals for capital budget items (i.e. equipment, furniture, office space needs, etc…).
  • Strategize and research cost-cutting measures to ensure bottom line compliance.
  • Processing and maintenance of all Sleep Medicine Section and Center invoices and expenditures, including travel reimbursements, vendor orders and supply ordering through SAP invoice submission and payment, petty cash account compliance and management, faculty discretionary account compliance and monitoring. Investigate missing payments and correct price discrepancies.
  • Responsibility for technology and computer access, training and compliance for Sleep Medicine Section.
  • Assessment and coordination of space needs or requests. Acts as lead information resource and support to director(s), faculty, trainees and staff as well as contacts from outside the section... Communicate on a professional level, act professionally and respectfully with all levels of staff, exercise responsible judgment, and think creatively to manage complex projects and to resolve operational issues.

 

Human Resource Responsibilities:

  • Hire, train, orient and evaluate all full time, part time and voluntary new staff.
  • Supervision of 3 FTE support staff (i.e. Performance appraisals/reclassifications/promotions, professional and personal enrichment/development).
  • Manage E210s and Kronos time for senior and support staff.
  • Creation of new faculty, mid-level, research and clinical support positions, submission of these positions for departmental and HR approval- justification and supporting documentation for vacant positions. Work directly with HR Generalist and coordinator to ensure position description and compensation is accurate and justifiable; collaborate with HR and division administration on hire processes.
  • Coordinate interviews, arrange travel arrangements, develop itineraries, meet & greet luncheons, visiting faculty and fellowship applicant introductory dinners, initiate and manage evaluation processes with interviewers, coordinate references follow up, schedule follow up and return second interviews.

 

Scope of Responsibility:

Administrative and leadership support to clinical director, medical director, faculty and staff in the formal and informal departmental goals, standards, policies and procedures to include familiarity of organization departments within the school of medicine.  Is sensitive to the interrelationship of both people and functions within the department.

 

Decision Making:

Independently works with the best interest of the section and division to promote section and program success and effectiveness. On a regular and continuous basis, exercises administrative judgment and assumes responsibility for decisions, consequences, and results having an impact on people, costs, and/or quality of service within the functional area. Leads and mentors team with the guidance from division and departmental human resource, financial and administrative managers to ensure compliance and efficient office processes in accordance with the JHU/JHMSOM policies and guidelines.

 

Authority:

Oversight of administrative and clinical office programs, process and procedures.  Supervision of office staff with authority to hire, fire, and discipline in conjunction with the clinical and medical director of the Sleep Center. Oversees individual employee development and training, and conducts performance appraisals.
    
Communication:

Perform duties of a sensitive and confidential nature. Provides accurate and appropriate exchanges of routine programmatic and non-routine information using tact and persuasion as appropriate. Establishes a strong team environment and communication structure, utilizing excellent and professional oral and written communication skills.

 

 

 

High School Diploma/GED. Five years progressively responsible administrative experience required.  Additional education may substitute for required experience, to the extent permitted by the JHU equivalency formula.

 

Bachelor's degree strongly preferred. Prefer four years in related work at JHU or other academic setting.  Medical terminology and an advanced knowledge of Windows, Microsoft Office and Internet are preferred; Experience with EPIC is preferred.

 

Requires experience in production of print and electronic media; PowerPoint presentations; transcription; database design and maintenance; special event planning; accounts payable; and some grant & manuscript preparation. 


Must have strong organizational skills, ability to complete tasks, be detail oriented, and have the ability to work with minimal supervision.

Five years progressively responsible administrative experience required.

Experience using MS Office software applications, and some experience with grant preparation required.

Must have strong organization skills, ability to complete assigned tasks in a timely manner, be detailed oriented and the ability to work with minimal supervision.

High level of interpersonal, written and verbal communication skills are also essential.

 

JHU Equivalency Formula: 30 undergraduate degree credits (semester hours) or 18 graduate degree credits may substitute for one year of experience.

Note: Job Postings are updated daily and remain online until filled. 
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 HR Business Services Office at jhurecruitment@jhu.edu. For TTY users, call via Maryland Relay or dial 711.

The following additional provisions may apply depending on which campus you will work.  Your recruiter will advise accordingly.

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.

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

EEO is the Law
Learn more:
https://www1.eeoc.gov/employers/upload/eeoc_self_print_poster.pdf
Important legal information
http://hrnt.jhu.edu/legal.cfm

Johns Hopkins Bayview

Job Postings are updated daily and remain online until filled.
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 HR Business Services Office at jhurecruitment@jhu.edu. For TTY users, call via Maryland Relay or dial 711.

The following additional provisions may apply, depending on at which campus you will work. Your recruiter will advise accordingly.

  • 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.

Equal Opportunity Employer
EEO is the Law. Learn more: https://www1.eeoc.gov/employers/upload/eeoc_self_print_poster.pdf
Important legal information: http://hrnt.jhu.edu/legal.cfm

Apply now »
Find similar jobs: