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Job Req ID:  17572

Sr. Administrative Coordinator

General Summary/Purpose:

Provides complex administrative and project support to the Director and Administrative Manager for the Division.  Responsible for oversight and coordination of all administrative functions of the office. This position also plays a support role for other division leaders and faculty. Responsibilities include scheduling complex appointments and meetings, preparing meeting and travel materials, preparing correspondence, compiling data, answering telephones, special projects, coordinating grant activities and records maintenance. Acts as a liaison and serves as front-line representative, communicating on a professional level, clearly, appropriately, and effectively with all levels of staff and leadership both inside and outside the institution. Greets patients & visitors and registers them when necessary; serves as back up for the EPIC system, patient scheduling, and insurance authorization requests. Collect payment up front for all legal and international cases, prior to scheduling the patient appointment. Collect other TOS payments and prepare patient receipt. Receives and triages telephone calls to the appropriate person. Performs duties of a sensitive and confidential nature. Assists Administrative Manager with tasks and special projects, ad-hoc reports, budgets, billing, research data and other related activities; coordinates and implements office financial services such as purchase orders, travel/CME reimbursements, invoice payments, & vendor setup in SAP; Timekeeper for the E210 for the Manager and back-up for the staff; verifies monthly reports for outpatient visits and charges; monitors BW and CFL reports for charges and reimbursements.  Initiates monthly and quarterly invoicing. Assists with special events planning and training new employees.

Specific Duties/Responsibilities:

  • Serve as backup for front office, providing receptionist functions, to facilitate the clinic's patient flow. 
  • Coordinate paperwork for the visit. 
  • Explain practices and obtain patient signatures for applicable clinic registration forms (e.g. Outpatient Agreement, Private Contract, Authorization for Use of Information for Charitable Giving, etc.). 
  • Keep the Division's shared calendar updated in real-time for all patient appointments and cancellations and include any important notes to the faculty and staff that are relevant to the case. 
  • Address any issues or concerns from the patient.
  • Offer My Chart services to patients.
  • Resolve insurance authorization issues and billing inquiries.
  • Help market Clinic services.
  • Serve as liaison to other JHM entities (e.g. Int'l office, Exec. Health) and outside agencies.
  • Generates various monthly reports, including patient count, transplant reports that feed the Monthly Pro Fee Report, CFL RVU Report, SAP Tracking Sheet, etc.
  • Stay up-to-date on changes to participating insurers for JHH and JHU for the dept. of Psychiatry to ensure proper billing through pro-fee or hospital.
  • Refer to the JH Managed Care Contract Summary, email announcements, and Billing department for this info. 
  • Update Insurance document on I drive.
  • Maintains calendar, schedules elaborate and detailed appointments for the Division Director, responsible for coordination of conference room schedule; makes travel and accommodation arrangements and prepare expense and travel reports.
  • Prepares all faculty and staff reimbursements.
  • Serves as main contact with staff and visitors for the Department Leadership, answers telephone, screens callers, takes messages or refers questions to the appropriate staff, and greet visitors; provides backup phone coverage for the office.
  • Maintains and manages the Division's real-time shared calendar for patient appointments and time off for faculty and staff.
  • Fellowship coordinator for postdoctoral candidates and maintains the files pertaining to postdoctoral program; updates and maintains director’s CV; informs participants via e-mail for the Medical Psychology Journal Group and Medical Psychology Seminars; maintains reprint files for Director and mails reprint requests.
  • Orders office supplies/equipment and clinical/research testing supplies via purchase orders (shopping cart) and maintains adequate inventory levels, within budgetary constraints.
  • Coordinates the servicing of office equipment, including the Keurig.
  • Maintains project files; coordinates the receipt and processing of information for project management.
  • Assists with off-site storage of medical records.
  • Monitors budget and oversees spending on Petty Cash (when active), Procurement Card, IT, Telecom, Division meetings/events, equipment contracts, etc.
  • Develops and updates procedures for the front-office positions and cross-trains staff. 
  • Oversees general office maintenance and initiates work orders to Facilities, EVS, Telecomm, Paint shop, Key shop, etc. when service is needed in the suite.
  • Performs other duties as assigned by the Department Leadership.
  • Attends meetings as necessary.

Minimum Qualifications:

  • High School Diploma or GED required.
  • Five years progressively responsible administrative experience, preferably working in a similar healthcare environment. 
  • Additional education may substitute for required experience, to the extent permitted by the JHU equivalency formula.

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:

  • Bachelor’s degree preferred.
  • Experience working with the EPIC scheduling system is strongly desired.  

Special Knowledge, Skills, and Abilities:

  • Strong interpersonal and communication skills in order to carry out front office and administrative duties.
  • EPIC system.
  • Knowledge of SAP, and accounts payable. 
  • Ability to communicate professionally, work independently, prioritize and manage multiple tasks.  Exercise good judgement. 
  • Think creatively to manage complex projects and resolve operational issues.  
  • Hard-working, self-motivated, highly-organized, detail-oriented, and precise.  
  • Must have excellent time management skills and work well independently and as a team.

Machines and/or equipment used on the job, include % of time used:

  • Proficiency with desktop computer, laptop computer, multi-line telephone, printer/copier/scanner/fax machine/shredder and ability to troubleshoot and resolve problems.  
  • Excellent typing and accuracy skills.  
  • Demonstrated knowledge of Microsoft office suite applications, graphics and presentation software.
  • Adapts to changes in office technology and software to ensure efficient office practices.

Degree of independent action performed on the job:  

  • Works with minimal supervision most days.  

Internal and external contacts required as part of the job:  

  • Internal contacts include School of Medicine faculty, fellows and staff.   
  • Transplant, International, Billing, Accounting, and other interdepartmental offices.  
  • External contacts include patients, referring physicians, supply vendors, students, and study participants.

Any Specific Physical Requirements For The Job:

  • Able to sit in a normal seated position for extended periods of time.
  • Able to reach by extending hand(s) or arm(s) in any direction.
  • Finger dexterity required, able to manipulate objects with fingers rather than entire hand(s) or arm(s), e.g., use of computer keyboard.
  • Able to communicate using the spoken and written word.
  • Able to see within normal parameters and to hear within normal range.
  • Able to move about.
  • Able to lift minimum weight, 10 lbs.




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: Monday - Friday / 8:30am - 5:00pm 
Exempt Status: Non-Exempt  
Location: 04-MD:School of Medicine Campus 
Department name: 10003143-SOM Psy Medical Psychology 
Personnel area: School of Medicine


The successful candidate(s) for this position will be subject to a pre-employment background check.


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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.


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