We are seeking a Senior Academic Program Coordinator who coordinates office services and administrative activities for the Division Chief, Faculty, Fellows, Clerkship Students, and Rotators in the Emergency Medicine at Johns Hopkins School of Medicine. This position will be working at the East Baltimore Medical Campus 1800 Orleans Street as a School of Medicine employee.
Manages, coordinates stay informed of all projects assigned to the Division Chief as well as the Direct Reports. Interprets operating policies; exercises independent judgment in the resolution of administrative problems. Participates in the development of ad-hoc reports. Initiates and oversees the organization and implementation of special projects. Represents the Division Chief as appropriate in communicating professionally with his peers, staff, and external contacts to respond to questions, resolve administrative problems and issues, and gather data as needed.
Specific Duties & Responsibilities:
Coordinates, and manages administrative and academic systems and services to support academic program activities for part-time/full-time, Clinical Associates, adjunct faculty and Senior Staff. Includes activities related to rotators, fellows, clerkship students and Pediatric Emergency Division Manager.
Onboarding rotators, fellows, medical students and be primary point of contact and works to resolve any issues for new rotators, fellows or medical students
Provides information and assistance to prospective fellows, clerkship students, and faculty about onboarding criteria, credentialing requirements, schedules, and transmittals.
Liaison with Human Resources each month to make sure credentialing is on task (so that I don't find out the Friday afternoon before a resident is supposed to start that this has not been done. Follow up with the resident/coordinators at the other institution as needed
Liaising with JHH-Arm (Epic JHH Assigned Staff) and the rotating resident to make sure Epic access has been obtained. Follow up with the resident as needed.
Liaising with security/badge office to make sure rotators badge is ready and the resident has badge access to the PED
Scheduling the rotators and fellows' clinical shifts in Amion/QGenda. Uploading fellow's block schedules to New Innovations
Making sure whatever paperwork needs to be completed for outside Hopkins rotations are routed to the fellows and not to me (Bayview, Shock Trauma, St Agnes)
Assigning evaluations in New Innovations, fellows of faculty and faculty of fellows
Complete other administrative tasks and fellows' information as required by GME Post Doc Office and Department of Pediatric
Assist with paperwork from ABP for graduating fellows
Helping Fellowship Director organize and set-up the interview season.
Organize faculty interviewers.
Organize applicants to interview days based on what's available.
Manage and host the zoom sessions, assign people to breakout rooms.
Send out interview day information to the applicants prior to their interview day.
When JHU is back in-person, organize applicant lunches w/fellows.
Once applicants match to PEM, Liaison with GME to assist with credentialing/onboarding the new fellows.
Respond to administrative needs from GME including fellows' names, emails, phone numbers, addresses, etc.
Assist with reimbursements.
Onboarding assistance with Faculty, Staff, Research volunteers, Research staff, Students, and Senior Staff (including epic access, Badge ID, Swipe access, track training).
Schedule bi-weekly Faculty staff & team-building meetings and take/disseminate notes (provide administrative support to assemble agenda, coordinate external speakers, meeting invitations, shared folders/files related to research documents).
Compile and maintain list of Faculty presentations, papers, active research projects (print and post Faculty papers on PED board).
Assists Faculty, Clinical Associates, Physician Assistants, Nurse Practitioner, all moonlighters with Amion/QGenda scheduling, including several tasks: data entry, switches, updating, printing worksheets, tabulating monthly totals, yearly totals, and on-call sheets from other division placed in resource binder.
Coordinates and implements office services such as purchasing of office supplies or medical equipment, projects, incentive forms to Faculty, and budget accounting operations.
Prepare reports, budget updates to Faculty with sponsored accounts, consult billing for Child protective service, ISRs, Concur, and other SOM tasks assigned.
Maintains secure electronic and paper records systems, including those for confidential such as Faculty updated CVs.
Communicates with faculty associates, faculty and adjunct faculty on a broad range of matters including procedures/policy, and students.
Represent the program on administrative matters. May include issues pertaining to space, facilities, technology (epic access/ARM coordinator, Amion/QGenda/New Innovation, International applications), and security access in the emergency department.
Assist with planning Occupational Health Service appointments, JHU Orientation, Visiting Rotators, for all staff, faculty, fellows, and clerkship students as needed.
Work closely with counterparts in the pediatric human resources and credentialing to ensure that documentation has been submitted and completed in a timely manner.
Prepares and/or participates in the preparation of the annual budget presentation and Incentives for JHU.
During International Travel, assist with placing embassy letters on PEM/JHU Letterhead, collecting/Fed Ex passports/Visa applications from the travelers and fed ex to Embassy's, fax, scan medication/surgical supply orders.
Provides alternative support for Sr. Administrative Coordinator as needed.
Perform other responsibilities/duties as assigned by the Pediatric Emergency Manager.
Minimum Qualifications (Mandatory):
High School Diploma/GED.
Five (5) years progressively responsible administrative/academic 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. 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 from a regionally accredited college or university preferred.
Highly developed organizational, analytical, interpersonal, oral, and written communication skills.
Ability to work independently at a fast pace under multiple work distractions and be a proactive lead
Special Knowledge, Skills, and Abilities:
Proficiency in MS Word, PowerPoint, electronic calendar, excellent spelling, and grammar, excellent interpersonal and organizational skills, ability to handle multiple complicated tasks, prioritization skills.
Ability to operate PC, laser printer, fax, scanner, copier, and multi-line phone
Working knowledge of Zoom and Microsoft Teams. Interest in mastering new software or online university systems (Concur/SAP systems/Epic/QGenda/Amion). Working knowledge of internet/web-based resources.
Operates personal computer to access e-mail, electronic calendars, and other basic supportive software.
Classified Title: Sr. Academic Program Corodiantor Role/Level/Range: ATO 40/E/03/OF Starting Hourly Pay Rate Range: $20.02 - $27.51 (commensurate with experience) Employee group: Full Time Schedule: M-F 830 - 5pm Exempt Status: Non-Exempt Location: School of Medicine Campus Department name: SOM Ped Emergency Medicine Personnel area: 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 protected]. For TTY users, call via Maryland Relay or dial 711.
The following additional provisions may apply, depending on campus. Your recruiter will advise accordingly.
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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