Provides administrative and clinical support to the Chief of Cardiac Surgery and fulfills administrative duties to support the overall office. This position will be the first point of contact to the Cardiac Surgery Division (the Division) for all constituents. Serve as a liaison with other University Departments, medical center departments, and external organizations. Work in a fast paced and demanding environment and must be able to function independently.
Specific Duties and Responsibilities:
Participate in the preparation of the medical records or research documentation, budget, administrative, and regulatory documents for patient records, grant proposals, clinical or research protocols, and/or contractual agreements.
Request, follow up on and prepare medical records for patients as requested by the team daily.
Assist with obtaining necessary signatures and returning documents as required for grants, academic authorship, division and specialty related meetings and events
Assist the post-doctoral fellows with research consents forms
Collect them from the post-doctoral fellows
Scan into the patient’s chart
Provide necessary documentation back to post-doctoral fellow
Manage the Chief’s electronic calendars for multiple meetings and manage frequent requests.
Resolve scheduling conflicts.
Ensure that the Chief is fully prepared for meetings and appearances by coordinating, collecting and providing materials to participants in a timely fashion.
Develop or revise filing system to maintain academic, administrative, donor, VIP and other relevant files. Maintain files and record keeping systems
Plan and coordinate meetings/events which involve securing venues as well as coordinating travel, hotel, reimbursement and payment of honoraria for guest lecturers as well as developing itineraries for guests/potential faculty recruits
Work on special projects as requested.
Schedule and coordinate all departmental meetings
Prepare and edit presentations, slides, manuscripts, reports, and emails as requested.
Helps coordinate and document management, narrative and statistical reports for private and government agencies.
Grant preparation, including NIH grant applications or other funding grants.
Compile data for preparation of various periodic ad hoc reports
Relay messages and greet visitors to the Division
Make travel and accommodation arrangements for Chief and visitors
Machines and/or equipment used on the job include a PC, laptop, phone, fax, copier, scanner, printer, LCD projector, and transcription equipment
Renew licenses and memberships for Chief as needed.
Prioritize workloads as needed to meet competing deadlines
Perform other duties and special projects as assigned
Provide support for faculty's activities with national societies, research projects, and scholarly publications and presentations, serving as a liaison between department and vendors, other departments, and outside organizations.
Support includes, managing references, maintenance of a list of continuing medication education (CME) activities and maintenance of a current curriculum vitae (CV).
Perform a wide variety of administrative support to faculty and staff as required with regards to special projects and items; know the formal and informal Institute goals, standards, policies and procedures.
Create, maintain, & analyze electronic and paper record keeping systems including retrieval, retention, storage, compilation, updating, and destruction of files; creating new systems or revising established procedures as needed.
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.
Assists with special events planning.
Operates personal computer to access email, electronic calendars, and other basic office support software.
SAP transactions including order of supplies (Shopping Cart).
Uses various software applications, such as spreadsheets, relational databases, statistical packages, and graphics packages to assemble, manipulate and/or format data and/or reports.
Utilizes Internet to search for information, contacts for research, and clinical consultation, international contacts for teaching and travel.
Needs to know the campus locations, travel to many buildings to deliver documents and important materials each day.
Demonstrate utmost professional behavior as the representative of the Division
Is expected to provide the highest level of compassion, empathy, and customer service to patients and their families.
Answer patient calls and triage where needed.
Answers patient medical questions where appropriate and determines if physician/nurse response is required.
May perform duties of a sensitive and confidential nature, therefore the position requires an immense degree of discretion and tact.
Is expected to act as an information resource and provide assistance for faculty, Department manager, trainees and staff as well as contacts from outside the Department.
High School Diploma or GED and 5 years of progressively responsible administrative experience required.
Experience using Microsoft office suite applications
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.
Bachelor's Degree Strongly preferred
Special Knowledge, Skills, and Abilities:
Managing multi-line phones.
Knowledge of SAP system, accounts payable, and some grant and manuscript preparation.
Strong organizational skills.
Ability to work with minimal supervision.
Ability to communicate on a professional level.
Act appropriately and effectively with all levels of staff.
Exercise good judgment.
Think creatively to manage complex projects and to resolve operational issues.
Classified Title: Sr. Administrative Coordinator Role/Level/Range: ATO 40/E/3/OF Starting Salary Range: $19.82 - $27.27 (commensurate with experience) Employee group: Full-Time Schedule: Monday-Friday / 8:00am-4:30pm 40hrs/Wk Exempt Status: Non-Exempt Location: Blalock - 600 N. Walofe Street - 04-MD:School of Medicine Campus Department name: 10003966 - SOM - Sur Cameron HPB Service - Surgery Personnel area: SOM - 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 firstname.lastname@example.org. 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.
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