The Johns Hopkins University Student Health & Well-Being (SHWB) practice group supports well-being, primary care, and mental health services for JHU students and learners across all nine schools within the University. Our integrated service delivery model provides dynamic health and well-being promotion, support and programming, student disability services including guidance and resources, and in-person primary and mental health care options at our clinics as well as remote support though phone and online resources.
We define well-being as an optimal and dynamic state that allows people and communities achieve their full potential. By focusing on the whole, the whole person, the whole educational experience, the whole institution, the whole community well-being becomes a multifaceted goal and a shared responsibility for the entire institution.
We are committed to recruiting, hiring, and supporting the professional development of a diverse team of practitioners and support staff who bring a range of intersecting identities as well as personal and professional experiences to their roles. The Johns Hopkins University comprises undergraduate and graduate students and learners from across the globe, and the division of Student Health and Well-being prioritizes innovative care delivery models to meet the evolving needs of our stakeholders and to support the development and sustainability of well-being.
We are seeking an Administrative Coordinator (AC) for the full-time position in the Homewood Student Health & Wellness Center, with a requirement for availability to travel to other Baltimore area campuses and to the DC campus for service delivery and in-person meetings, when necessary. This may include being available on evenings and weekends for extended clinic hours, outreach programs and crisis or emergency response.
The AC works collaboratively within a multidisciplinary health team to maintain the credentialing and privileging of JHU SHWB Primary Care (SHWB-PC) clinical staff, ensure that all policies, documents, and procedures adhere to the standards outlined by the Accreditation Association for Ambulatory Health Care, Inc. (AAAHC) and the Johns Hopkins Health Systems (JHHS), manage office supply inventory and purchasing as well as participating in the pre-entrance health form process and providing back-up coverage for the front desk. This is a 1.0 FTE full-time non-exempt position, reporting directly to the Administrative Manager and Lead Physician.
Specific Duties & Responsibilities
Accreditation & Credentialing
Prepare for new employees and assist with on-boarding process.
Process all SHWB-PC provider credentialing applications in partnership with the JHHS Central Credentialing Office, and in accordance with accreditation standards, regulatory requirements, policies and procedures.
Monitor progress of credentials verification to meet anticipated start date.
Assist in acquiring all required documents from the applicant and/or department.
Ensure clinical providers have applied for and are in good standing with the appropriate state licensure (MD/DC), CDS, and DEA.
Process all credentialing changes resignations, name changes, delineation of privileges (DOP) change requests, etc.
Initiate, renew and term Malpractice Insurance for clinical staff.
Initiate, renew and term e-prescribing token certifications for applicable clinical providers.
Initiate, renew and term enrollments and monitor activity on National Practitioner Data Bank.
Maintain copies of current state licensure and any other required regulatory credentialing documents for all clinical staff members. Monitor license and certification expirations for clinical staff members to ensure timely renewals.
Track staff training completion to ensure all staff are compliant with AAAHC and Hospital/University requirements.
Maintain database of SHWB-PC policies and documents as outlined by the AAAHC.
Act as primary liaison with AAAHC for any updates/communications, and coordinate on-site AAAHC survey visits every 3 years.
Work collaboratively with the Executive Committee and Quality Improvement (QI) Committee to collect, analyze, and evaluate, on a quantitative or qualitative basis, data obtained from QI studies.
Serve as a member of the Accreditation Committee and Continuing Medical Education (CME) Committee.
Serve as the Record Keeper on the SHWB-PC CME Committee to make sure that all CME requirements are met for in-services.
Serve as administrator for CRISP Health Information Exchange.
Purchase, receive, organize, and maintain inventory of office supplies via SAP, Amazon, and Procurement Card transactions.
Process incoming health forms in partnership with other SHWB-PC staff members and the Health Compliance Specialist.
Responsible for group email inbox, to read and respond to correspondence in timely manner.
Assist with front desk coverage (answering phones, faxing, scanning, scheduling appointments, receiving and posting payments upon student check out).
Assist with requests for medical records when needed.
Provide administrative support for on-campus vaccine clinics.
Update staff database, group email lists, phone lists, frequently used forms and mail boxes.
Assist all staff regarding IT troubleshooting and maintenance (computers, keyboards, label makers, EHR, telephone); initiate and follow up on help tickets to JHU IT and/or Telecom, as needed, to ensure timely resolution of technical issues.
Work on special projects and perform other duties as assigned by the Administrative Manager, Lead Physician, or other members of the leadership team.
Machines and/or equipment used on the job
Daily use of personal computer, telephone, label maker, fax, photocopy and scan machines.
Ability to stand, walk or sit for an extended period of time.
Reaching by extending hand(s) or arm(s) in any direction. Finger dexterity required to manipulate objects with fingers rather than with whole hand(s) or arm(s), for example, using a keyboard.
Communication skills using the spoken word.
Ability to see within normal parameters.
Ability to hear within normal range.
Possible exposure to communicable diseases.
Degree of Independent Action Performed on the Job
Must possess the ability to function independently; supervision to be provided by the Administrative Manager and Lead Physician.
Internal & external Contacts Required as part of the Job
Interacts with students and trainees from all Hopkins schools, as well as with faculty and staff of both the Hospital and University, and with mental health and medical professionals in the surrounding community.
Special Knowledge, Skills & Abilities
Excellent typing and accuracy skills, proficient with personal computers, demonstrated knowledge of Windows and Microsoft Office. Proficient with Microsoft Word, Microsoft Excel, Outlook, and PowerPoint. Strong computer literacy skills and ability to learn new software.
Excellent verbal and written communication skills.
Experience working in support of medical professionals in a clinical and/or academic environment is strongly desired.
Knowledge of accreditation and credentialing preferred.
Knowledge of SAP helpful.
Must successfully complete all required and on-going electronic medical records and scheduling system trainings as directed. Must complete all required HIPAA, and any other specified online training courses deemed necessary.
Exercise independent judgment in the resolution of problems, prioritizing multiple deadline-sensitive tasks, strong attention to detail and management of various database systems.
Accountable for standards of service excellence; including but not limited to patient or interpersonal relations, teamwork, communication, continuous performance improvement, and self-management & accountability
Proactive and resourceful problem-solver; independence required with majority of workload.
Starting Date: As soon as possible.
Schedule: Monday Friday, 8:30am to 5:00pm; 37.5-hour work week, some Saturdays (~9:00 AM to 1:00 PM) and late nights (until 6:30 PM) each fall and spring semester, provide administrative support during some evening vaccine clinics each.
The administrative coordinator will work collaboratively with other SHWB departments across the University and may spend part of their time at those locations, including East Baltimore and the Washington, DC campus.
High School Diploma or GED required.
Minimum three years related experience.
Additional education may substitute for required experience, to the extent permitted by the JHU equivalency formula.
Final applicant for this position may be required to complete Skills Assessment appropriate for the position description.
Bachelors Degree preferred.
Classified Title: Administrative Coordinator Role/Level/Range: ATO 37.5/02/OE Starting Salary Range: $17.95-$25.30-$32.60 HRLY (Commensurate with experience) Employee group: Full Time Schedule: Monday through Friday 8:30-5:00 Exempt Status: Non-Exempt Location: Homewood Campus Department name: Student Health and Wellness Center Personnel area: University Student Services
Total Rewards The referenced salary range is based on Johns Hopkins University's good faith belief at the time of posting. Actual compensation may vary based on factors such as geographic location, work experience, market conditions, education/training and skill level. Johns Hopkins offers a total rewards package that supports our employees' health, life, career and retirement. More information can be found here: https://hr.jhu.edu/benefits-worklife/
Please refer to the job description above to see which forms of equivalency are permitted for this position. If permitted, equivalencies will follow these guidelines:
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.
**Applicants who do not meet the posted requirements but are completing their final academic semester/quarter will be considered eligible for employment and may be asked to provide additional information confirming their academic completion date.
The successful candidate(s) for this position will be subject to a pre-employment background check. Johns Hopkins is committed to hiring individuals with a justice-involved background, consistent with applicable policies and current practice. A prior criminal history does not automatically preclude candidates from employment at Johns Hopkins University. In accordance with applicable law, the university will review, on an individual basis, the date of a candidate's conviction, the nature of the conviction and how the conviction relates to an essential job-related qualification or function.
All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.
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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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