Administrative activities for one or more pathology laboratories or medical director/faculty. Interprets operating policies; exercises independent judgment in the resolution of administrative problems, prioritizing workload, billing, travel and expense reconciliation, purchasing supplies, coordinates special events or programs, such as: seminars, training programs, luncheons, travel, etc. Provides secretarial support to faculty and laboratory manager/leadership including correspondence, manuscripts, record keeping and filing. Understands HIPAA and departmental specific policies relating to medical records including any discussion, faxing and handling of patient medical records. Customer service representative duties including but not limited to call for reports, specimens, interface with patients, clinicians, internal contacts and outside institutions. JHU/SOM Clinical Operations (CO).
Knows the formal and informal departmental goals, standards, policies and procedures that may include some familiarity of other departments within the school/division.
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.
Supports laboratory services and/or Pathology leadership in customer service, purchasing, billing and records control.
Various functions involved with handling of materials received for clinical and research purposes.
Responsible for answering the telephone and handling incoming mail or related communications.
Interaction involves pathologists, assistants/residents/fellows, patients, administrative assistants, couriers, medical records, as well as contacts throughout the department, university, and hospital along with contacts at other institutions and abroad.
Accountable for standards of service excellence; including but not limited to patient or interpersonal relations, teamwork, communication, continuous performance improvement, and self-management & accountability.
Needs to know the campus locations.
May travel to buildings within a multi-block radius to deliver documents and important materials each day.
Assist visiting physicians and students as needed.
Print letters for signature.
Forward signed letters.
Submit travel reimbursements.
Order equipment and supplies.
Keep attending calendar of neuropathology consult service.
Coordinate access to the Neuropath door card reader in conjunction with JH ID Badge office.
Submit miscellaneous expenses.
Maintain equipment and service contracts including computers, office and laboratory equipment.
Monitoring supplies and making best use of supply inventory and cost conscious purchases/budgets.
Assist Bone Pathologist (office located in neuropathology) as needed.
Assist Eye Pathology Director as needed.
Assist Neuropathology fellows as needed.
Receive and sign for outside consultation cases (Fed Ex, UPS, and loading dock).
Set-up and accession outside consults.
Advise in-coming fellows and/or residents on the Neuropath workflow.
Pick up material from various labs (stains and consults coming from Reed Hall).
Be aware of OR schedule in Epic (brain and spinal cord cases).
Print histories for patients having Neuropath frozen sections.
Request additional material for consults.
Take blocks to archives after accessioning.
Send cases out for other pathologists’ opinions, as needed.
Assist patients and relatives in obtaining consultations.
Forward consult materials to Consult Office for material return (original institution or another institution for treatment purposes).
Assist the Neuro-Surgical/Neuro-Oncology staff regarding clinical and research related questions
Pull slides and blocks
Status of special stains and molecular studies
Return in-house slides to archives for re-filing.
Re-accession over-30-day cases.
Forward reports to patients and/or treating physicians.
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) may substitute for required experience. 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.
Associate’s or Bachelor’s degree.
Experience working in support of medical professionals in a clinical and/or academic environment (high volume of dictation/medical transcription), strongly desired.
Previous experience working with Pathology or similar healthcare or research environment.
Special Knowledge, Skills, and Abilities:
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.
Must demonstrate advanced skills in MS Office (Word, Excel, Powerpoint).
Knowledge of SAP, highly desired.
Knowledge of PubMed web-based searches highly desired.
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.
While performing the duties of this job, the employee may remain in a stationary position (sitting or standing) up to 70% of the time.
Occasionally required to traverse throughout the office or laboratory or to retrieve equipment, supplies, or other materials from other locations on campus.
The employee is required to operate computer keyboard frequently throughout the day and for prolonged periods.
Other repetitive hand motions may be required for completing administrative tasks.
Prolonged vision requirements including viewing computer screen, paper reports/documents, charts and results.
Hearing requirements for answering and speaking with a diverse audience on the phone throughout the day, as well as listening to recorded voice for dictation/typing.
While this position will be primarily at a desk in an office setting, work is within or near laboratory environment - Exposure to toxins and infectious agents exist, but potential for personal injury or harm is minimized if established safety and health precautions are followed.
Working in laboratory where there may be discomforts due to odors, noise, temperature fluctuations, and working around lab equipment.
Research areas may include animal, human, human products, DNA, and radiation protocols.
May transport equipment and supplies usually less than 40 pounds from one area to another (in the laboratory, office, or on campus).
May be required to lift and/or move up to 50 pounds with proper training, or precautions/lifting aides (example: paper supply boxes).
In some areas work space is confined.
Staff may be required to complete annual competency review, and must insure compliance with Hospital Policy, Laboratory Policy & Procedure, Health, Safety & Environment regulations, and all applicable privacy & confidentiality laws/practices.
Many department laboratories operate 24/7 with schedules on day, evening, or night shift.
Rotating schedules which may include weekend work and holiday assignment. (Overtime possible when authorized/needed to meet business and patient needs).
This is a Required Attendance position -in the event of unexpected university closings including inclement weather or declared emergency, the employee in this position is required to report to work and/or remain at work and may be required to work additional hours.
This position follows JHU/SOM CO time and attendance work rules.Computer (85%) including web-related software and hardware. Copier, Phone, Printer, etc.
Classified title: CO Administrative Coordinator
Working title: CO Administrative Coordinator
Role/Level/Range: ATO 40/E/02/OE
Starting Salary Range: $17.42 – $23.94 (commensurate with experience)
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 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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