Coordinates the day to day administrative activities for one or more pathologists to ensure a smoothly functioning office; interprets operating policies; exercises independent judgment in the resolution of administrative problems, prioritizing of workload, facilitating travel arrangements and expense reconciliation, purchasing supplies, coordinates special projects or programs, such as: seminars, courses, donation centers, training programs, etc. Serves as a resource in a team environment. Provides secretarial support to faculty including appointments, transcription of medical records, correspondence, manuscripts, grant proposals and filing. Understands HIPAA and departmental specific policies relating to medical records policies in regards to discussion, faxing and handling of patient medical records. Customer service representative duties call for reports, slides, interface with patients, clinicians, outside institutions. JHU/SOM Clinical Operations (CO).
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.
Monitor spending and reconcile budgets monthly in order to control expenses.
Responsible for answering the telephone and various functions involved with returning materials received for consultation.
Grant preparation, including NIH grant applications or other funding grants.
Interaction involves pathologists, assistants/residents, patients, administrative assistants, couriers, medical records/surgical pathology residents and patients.
Helps coordinate and document management, narrative and statistical reports for private and government agencies.
Order office and lab supplies and equipment.
Prepare & distribute agendas, meeting minutes & reminders for meetings.
Attend, tape record and transcribe minutes of those meetings.
Compose agendas, documents, correspondence, and memos on behalf of the faculty.
Transcribe and/or type manuscripts, technical documents, tables, graphs/charts, correspondence and notes, formatting and compiling information for grants, protocols, presentations, reports, manuscripts, etc.
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.
Serve as coordinator for faculty travel and faculty-sponsored events.
Accountable for standards of service excellence; including but not limited to patient or interpersonal relations, teamwork, communication, continuous performance improvement, and self management & accountability.
Greet and assist all visitors
Perform ad hoc research and fact-finding on a wide variety of administrative issues 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.
Maintain equipment and service contracts including computers, office equipment.
Organize and maintain paper and electronic file and move toward creating a paperless office.
Analyzes office-operating practices such as record keeping systems, forms control, personnel requirements, recommending new systems or revising established procedures.
Interprets and communicates operating policies.
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.
Scope of Responsibility:
Knows the formal and informal departmental goals, standards, policies and procedures that may include some familiarity of other departments within the school/division.
Needs to have familiarity with interlibrary loan and medical library areas and systems.
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.
High School Diploma or GED required.
Three (3) years related experience.
Additional education may substitute for some experience, to the extent permitted by the JHU equivalency formula.
JHU Equivalency Formula: 30 undergraduate degree credits (semester hours) 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.
AS or BS degree desired.
Knowledge of SAP, and Epic, highly desired.
Knowledge of Endnote reference manager system and PubMed web-based searches highly desired.
Special Knowledge, Skills, and Abilities:
Must demonstrate advanced skills in MS Office (Word, Excel, Powerpoint).
Administrative professional with intermediate to advanced office skills including: typing, editing/proofreading, filing.
Experience working in patient care environments.
Demonstrated skills in customer service, telephone, typing.
Working as a member of a dynamic team.
Experience working in support of medical professionals in a clinical and/or academic environment, strongly desired.
Previous experience working with Pathology or similar healthcare or research environment is helpful.
As this individual works in a patient care setting, he/she must be knowledgeable of HIPAA, pathology medical records policy, quality assurance and confidentiality policies.
Classified title: Administrative Coordinator
Working title: Administrative Coordinator
Role/Level/Range: ATO 40/E/02/OE
Starting Salary Range: $17.42 – $23.94 (commensurate with experience)
Employee group: Full time
Employee Status: Non-Exempt
Schedule: Monday-Friday - 8:00am-4:00pm 40hrs/Wk
Location: Weinberg RM 2242- 401 N Broadway, Baltimore, MD
Department name: 10003063-SOM Pat Surgical Pathology
Personnel area (School): 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 email@example.com. 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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