Share this Job
Job Req ID:  56599

Sr Administrative Coordinator

The Sr. Administrative Coordinator will provide administrative and clinical scheduling support for the Vice Chairman and the Division of Adult Urology to include the director, physicians, and clinical scheduling coordinators.


Specific Duties and Responsibilities:

Sr. Administrative Coordinator Responsibilities:

  •   Provide complex administrative and project support to Vice Chairman.
  •   Maintains Vice Chairman’s calendar; coordinates meetings, retreats, conferences, facilities and services with University and Hospital officials as well as prospective donors and sources of clinical referrals such as embassy officials.
  •   Coordinate meetings technical support as appropriate, send meeting reminders, prepare agendas, take minutes, distribute materials, and provide follow-up information regarding meeting actions and decisions.
  •   Produce quality printer and projection materials for presentation, lectures, manuscripts and reports including figures, graphs, charts, technical documents and tables.
  • Proof read and edit documents.
  • Independently prepare manuscripts for submission following journal instructions.
  • Locates and compiles information and formats reports, graphs, tables, records, and other sources of information.
  • Assembles and categorizes facts and figures for written computation and calculations.
  •   Prepare correspondence for the Vice Chairman’s review and approval before dissemination.
  •   Coordinate evaluation process for Vice Chairman’s reports.
  •   Assists the Vice Chairman and his team in tracking projects, initiatives and priorities for the urology department across all venues of operation.
  •   Complete additional administrative duties such as: maintaining team telephone directories, processing reimbursements and other expenses, compiling meeting materials, and reserving meeting rooms and/or catering for special events.
  •   Assist the Director, Associate Director, and Administrator in daily coordination of activities, including providing reminders, supplying directions, and coordinating needed materials.
  •   Create and manage hard copy and electronic filing systems for all key correspondence, reports and documents.
  •   Manage incoming calls, receive and distribute messages, directing calls, and assisting callers as appropriate.
  •   Screen incoming documents and messages, determine priorities, and ensure appropriate actions are taken in a timely manner.
  •   Arrange national and international travel arrangements and coordinate traveling schedule with clinic staff. This includes airline reservations, hotel accommodations, registration forms, etc. Types travel itinerary.
  •   Assist faculty in their capacity as editors of several medical bulletins. Responsibilities include receiving manuscripts, maintaining a record of each manuscript, corresponding with authors and publishers.   
  •   Coordinates faculty recruitment for adult urology.


Coordinate the administrative activities for Adult Urology and Minimally Invasive Surgery leadership.

  •   Prepare letters of recognition, arrange for special occasion recognition.
  •   Identify and resolve administration problems and issues.
  •   Develop and recommend administrative processes and procedures to assure efficiency.
  •   Interprets and communications operating policy.


Patient Scheduling and Medical Administrative Support:

  •   Coordinate scheduling of clinic appointments, procedures, and other ancillary tests/lab tests/procedures and coordinate with other areas to complete scheduling process.
  •   Monitor Procedures email group and post cases as assigned.
  •   Ensure that all patients have their outside medical records scanned into Epic for review in advance of office visit.
  •   Assist with rescheduling patient appointments for canceled clinics.
  •   Contact all new patients prior to their first appointment to confirm appointment and location.
  •   Answer clinical providers’ patient appointment phone number and triage requests accordingly.
  •   Professionally and efficiently, handle incoming requests from patients and ensure that issues are resolved both promptly and thoroughly.
  •   Gather patient information, answer questions from patients, where applicable, and document interactions in applicable systems.
  •   Refer patients to appropriate resources for information, guidance, or assistance.
  •   Assists patients, patients' families, referring physicians and third party insurance companies to resolve patient-related issues.
  •   Answer in-coming calls from patients and provide information to patients, as appropriate.
  •   Triage patient calls where appropriate and determine if medical staff response is required.
  •   Assure all patient correspondence is transmitted to correct areas in a timely manner to streamline patient processing. Scan patient’s outside medical records and upload into their electronic charts in EPIC.
  •   Organize and obtain all materials for surgeon care of patients.  This includes outpatients and inpatients from obtaining pathology reports, pulling charts, making new patient charts, filing patient materials, obtaining x-rays and notes from referring physicians.
  •   Obtain precertification as required by patients’ health care insurers or managed care providers.
  •   Utilize knowledge of medical staff(s) practice and requirements of third party payors to provide appropriate documentation to assure authorization/certification for medical services.
  •   Assist patients or family members with completion of medical insurance forms.
  •   Assist in preparation of forms to complete as requested by the patient such as: Disability, Family Medical Leave, Workers Compensation, Medical Assistance Application, MVA, etc.
  •   Scan completed forms into electronic charts in EPIC and send original to patients for their records.
  •   Copy and send medical records to other physicians and insurance companies as requested by patients and any other correspondence as needed by patients.
  •   Monitor fax server and index faxes.


Minimum Qualifications:


High school diploma/GED.

Five (5) years progressively responsible administrative experience.


Additional education may substitute for required experience, to the extent permitted by the 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.


Preferred Qualifications:

Associate’s or Bachelor’s degree.

Experience using EPIC. 


Special Knowledge, Skills, and Abilities:

  •   Demonstrates critical thinking for problem solving.
  •   Readily accepts new responsibilities and assignments.
  •   Displays flexibility in adjusting to the fluctuating needs of the department.
  •   Demonstrates proficient and expertise with software applications, databases, spreadsheets, relational databases and graphics packages.
  •   Demonstrates excellent leadership skills.
  •   Knowledge of medical terminology.
  •   Strong organizational skills and excellent attention to detail.
  •   Must have excellent time management skill.
  •   Ability to understand and implement support for clinical trials.
  •   Ability to manage multiple projects at once, and effectively prioritize each.
  •   Outstanding verbal communication and interpersonal skills.
  •  Basic knowledge of operating a personal computer to access email, utilize electronic calendar systems and databases, and use of basic computer software (Microsoft Word, Outlook, Excel, Adobe)
  •  Prior knowledge or willingness to learn how to use Hopkins based systems such as EPIC, CRMS, etc. that are integral pieces of the medical and medical research enterprise at JHMI.


Must adhere to guidelines regarding honest reporting of sensitive and confidential patient information. Employee will be required to complete specific training related to HIPAA, human subjects research, EPIC, and other specified training courses as the position requires. Understands the importance/impact of data integrity in terms of patients, study results, costs, quality of service and scientific research in general. Regular contact with physicians, other health care personnel and patients requires the use of good judgment, tact and sensitivity


PC related software, printers, copiers and scanners.


Classified Title: Sr. Administrative Coordinator 
Working Title: Sr Administrative Coordinator 
Role/Level/Range: ATO 40/E/03/OF 
Starting Salary Range: $19.82 - $27.27; commensurate with experience. 
Employee group: Full Time 
Schedule: M-F/8:30 -5:00pm 
Exempt Status: Non-Exempt  
Location: 04-MD:School of Medicine Campus 
Department name: 10003212-SOM Uro Endourology 
Personnel area: School of Medicine


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:

School of Medicine - East Baltimore Campus