Sr. Adminstrative Coordinator

We are seeking a Sr. Administrative Coordinator. The Sr. Administrative Coordinator provides administrative support to the Medical Director of the Johns Hopkins Howard County Medical Center (JHHCMC) NICU, Chairman of the Department of Pediatrics, JHHCMC, Medical Director of the JHHCMC Emergency Department (ED) and physicians and other providers in both units. Serves as the initial point of contact for the HCMC NICU and ED administrative offices. Ideal candidate will maintain a high degree of professionalism and confidentiality, comfortably taking initiative and exercising independent judgment to resolve issues. Will perform duties of a sensitive and confidential nature. This position reports to the, the Division Administrator of the Division of Neonatology. The Sr. Administrative Coordinator will maintain liaison with Division of Neonatology and Pediatrics Emergency Department administrative staff, working as an administrative team member to maintain transparency and cohesiveness.

Specific Duties & Responsibilities

• Responsibilities include but are not limited to formatting/preparing various graphs, tables, charts, spreadsheets and Power Point Presentations; prepare and schedule meeting agendas/itineraries, including gathering materials to be presented in an organized fashion, routine correspondence, compiling and maintaining data, answering telephones, other duties as assigned.
• Receive, screen and relay telephone calls and messages in a timely manner. Interact with Labor and Delivery Department, Maternal Child Department, Maternal Fetal Medicine Department, Medical Records, Medical Staff Services, IT Department, Hospital Administration, etc.
  
• Schedule monthly pediatric department meetings on behalf of Pediatrics Department Chair. Prepare and distribute agendas, take and distribute minutes, notify attendees, reserve conference rooms; set up alternative connection via Zoom, maintain log of participants.
  
• Schedule regular meetings on behalf of NICU Medical Director. Prepare and distribute agendas, take and distribute minutes, maintain attendance log.
  
• Manage NICU Medical Director’s calendar; and update as needed. Assist NICU Medical Director to prepare monthly on-call schedule. Assist NICU Medical Director contacting providers to fill open shifts in the schedule. Distribute schedule to staff.
• Monitor schedule on a daily basis to update with any changes, notifying all providers and other critical offices.
  
• Prepare and maintain monthly moonlighting payroll spreadsheet for NICU providers. Confirm hours worked with monthly schedule prior to submission to Neonatology Administrator for processing.
  
• Manage rotating medical student schedule for ED – track, send reminders to students, confirm clinical hours completed to meet guidelines.
  
• Work with ED Medical Director to develop system to manage master schedule for PA and Armed Forces University medical students and JH Emergency Medicine students rotating through the ED. Develop system and checklist to confirm all necessary paperwork/documentation submitted to the Medical Staff Office in a timely fashion.
• Develop document to provide to students for onboarding, including departmental expectations.
  
• Maintain and update patient logbook for NICU.
  
• Utilize EMR system, Epic, to update patient data, send discharge summaries to pediatrician.
  
• Using Epic data, add NICU admissions to VON Database.
  
• Manage and reconcile providers’ discretionary funds and reimbursements via spreadsheet. Submit requests for reimbursement via Concur for approval by Neonatology Division Administrator.
  
• Manage CME credits and submit tuition remission reimbursement requests.
  
• Reconcile NICU agency providers’ invoices confirming hours worked with monthly schedule.
  
• Process invoices for payments via OPEN/SAP.
  
• Maintain files of Neonatology Staff, Physicians, Nurse Practitioners, and Moonlighter’s licenses; ensure all files are current and most recent documents on file. Forward copies of all new updated licenses to Medical Staff Office.
  
• Maintain time and attendance for all JHU providers in the NICU and ED following divisional policy for requesting and reporting time off. Send details to division administrators on a monthly basis.
  
• Serve as a liaison between neonatology and emergency medicine division administrators and HC Credentialing Office for a smooth and prompt transition for credentialing new providers.
  
• Serve as a liaison between department and vendors, other departments, and outside organizations.
  
• Assist in the coordination of faculty travel and faculty-sponsored events.
  
• Create, maintain, and analyze electronic and paper record keeping systems including retrieval, retention, storage, compilation, updating, and destruction of files; assist in the creation of new systems or revise established procedures as needed.
  
• Maintain equipment and service contracts including computers, office equipment.
  
• Use various software applications such as Excel, Word, Power Point, SAP, Epic. File and manage correspondence, create new files and maintain an organized filing system.
  
• Operate personal computer to access email, electronic calendars, and other basic office support software.
  
• Process SAP transactions including purchase requests, check requests and generate reports in Analysis.
  
• Use various software applications, such as spreadsheets, relational databases and graphics packages to assemble, manipulate and/or format data and/or reports. Utilize Internet to search for information, contacts for research, and clinical consultation, international contacts for teaching and travel.
  
• Perform other duties as assigned by Neonatology or Emergency Department Administrator, NICU Medical Director or ED Medical Director/Pediatrics Department Chair.

Scope of Responsibility

• Knowledge of the formal and informal departmental/divisional goals, standards, policies and procedures, which may include familiarity of other departments within the school/division. Is sensitive to the interrelationship of both people and functions within the department and division.
  

Decision Making

• 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.
  

Special Knowledge, Skills, & Abilities

• Ability to work independently as this office is a one-person office. Candidate is expected to take initiative to maintain smooth office operations.
  
• Experience in the use of software applications, databases, spreadsheets, and/or word processing required.
• Operate personal computer to access e-mail, electronic calendars, and other basic office support software such as PowerPoint, Excel and Microsoft Word. Communicate effectively and in a professional manner at all times.
• Maintain positive, courteous, supportive, professional working relationships with all levels of contacts – faculty, staff, students, visitors, etc.
• Provide excellent customer service assisting others as needed.
  
• Excellent verbal and written communication skills required. Excellent interpersonal skills with the ability to work with faculty, staff and students.
  
• Must be able to work independently, be flexible, motivated and able to handle multiple tasks with ease; must be a self-starter. Ability to make independent decisions and establish work priorities to meet deadlines.
  
• Ability to work independently without direction, prioritize own work and work with flexibility on several tasks simultaneously in order to meet various concurrent deadlines.
  
• Function as a member of a team, working to promote an atmosphere of respect, collegiality and integrity.
  
• On a regular basis, exercise sound judgment and assume responsibility for decisions, consequences and results.
  

** Final candidate for this position may be required to complete skills assessments appropriate to position description.

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

• Bachelor’s Degree preferred.
• Experience with SAP is preferred, but not required.
• Experience with Epic preferred.

Classified Title: Sr. Administrative Coordinator 
Role/Level/Range: ATO 37.5/03/OF  
Starting Salary Range: $21.00 - $36.50 HRLY ($58,000 targeted; Commensurate with experience) 
Employee group: Full Time 
Schedule: M-F: 8:30a - 5:00p 
Exempt Status: Non-Exempt 
Location: JH at Howard County Hospital 
Department name: ​​​​​​​SOM Ped Howard County General NICU  
Personnel area: School of Medicine