Career Center
Posted: 12-Apr-23
Location: Baltimore, Maryland
Salary: Open
Internal Number: 108641-en_US
We are seeking a Senior Medical Office Coordinator. 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.
Specific Duties & Responsibilities
- This position is home-based at University Health Services (UHS) located on the E. Baltimore campus of Johns Hopkins University. Duties of this position include, but are not limited to,
Medications
- Maintain medication room including inventory, ordering, and restocking pre-packaged medications. Communicate any updates to staff. Account for and document wasted, missing, or expired medications, estimate financial loss, and write up annual report for director review.
- Maintain medication vending machine including inventory, ordering, restocking and sales. Trouble shoot technical problems with machine.
- Provide cross coverage as needed for Homewood Student Health & Wellness Center and DC clinic.
Finances
- Purchasing UHS supplies and processing payments.
- Daily reconciliation of clinic revenue and managing deposits, contacting students for payment when indicated.
- Reconcile monthly budget report with paid invoices.
- Reconcile, prepare and electronically submit monthly student account billing to the Office of Student Accounts and monthly billing to Student Health Benefit Plan for reimbursement.
- Meet with Sr. Administrative Manager on a monthly basis and assist in monitoring the office budget, monthly reconciliation of all budget transactions and year-end closing. Submit monthly reports to business office and meet quarterly for review of budget reconciliation and projection.
- Track and reconcile procurement credit card (P-card) expenses for UHS.
- Prepare travel/expense reimbursements, and monitor/track continuing education funds for all staff members of UHS.
- Assist Hopkins Emergency Response Organization (HERO student group) in processing transactions, provide monthly budget summary statements for their reference.
- Provide cross coverage as needed for Homewood Student Health & Wellness Center and DC clinic.
Health Forms
- Receive, print, collate and distribute health forms, record receipt and completion of incoming health forms.
- Assist subset of students with pre-entrance health requirements, including communication via e-mail and phone.
- Participate in orientation events as needed.
- Provide cross coverage as needed for Homewood Student Health & Wellness Center and DC clinic.
Administrative
- Make price or product changes for cash register, troubleshoot technical problems with the hardware and software.
- Fax, copy, type memos, and other administrative requests.
- Assist front desk staff with medical records requests.
- Contact outside vendors for services as needed.
- Assist with on-campus events such as flu clinics.
- Merge duplicate student medical records.
- Daily use of Outlook, Microsoft Excel, Word and SharePoint.
- Generate reports from automated medical software system.
- Assist with coordination of annual UHS processes and events.
- Assist Sr. Administrative Manager with operations issues including housekeeping, facilities, equipment, security and safety.
- Provide cross coverage as needed for Homewood Student Health & Wellness Center and DC clinic.
Front Desk Coverage
- Provide front desk coverage, as needed, for Patient Services Coordinator.
- Schedule appointments, greet patients and supply appropriate forms for visit. Communicate with providers and receive/post payments to students accounts.
- Provide cross coverage as needed for Homewood Student Health & Wellness Center and DC clinic.
Leadership
- Work collaboratively with the Sr. Administrative Manager to provide leadership support when the Sr. Administrative Manager is not available.
- Effectively manage several tasks and projects at one time. Able to exercise independent judgment in the resolution of administrative assignments, project management and budget reconciliation.
- Provide cross coverage as needed for Homewood Student Health & Wellness Center and DC clinic.
Machines and/or Equipment used on the job
- Daily use of personal computer, telephone, fax, photocopy and scan machines.
Physical Requirements
- 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 with little supervision.
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 medical and service professionals in the surrounding community.
Special skills & knowledge
- The successful candidate should have experience working with diverse patient populations and appreciate and relate effectively to individuals who hold multiple, intersecting identities including but not limited to: historically marginalized and under-represented populations, various ages and developmental status, cultural, ethnic, and socioeconomic backgrounds, international status, disability, gender and sexual identities and presentations.
- Must be highly organized with attention to detail and able to prioritize multiple responsibilities.
- Demonstrate flexibility and the ability to multi-task in a very busy, and sometimes, fast-paced environment.
- Ability to work independently with little supervision.
- Required flexible schedule to include a few Saturdays every term, occasional evenings in rotation, and administrative presence for evening flu clinics in the fall term as needed.
- Proficiency with databases/spreadsheets, JHU financial and academic systems (SAP, Concur, P-card, J-card, SIS, SharePoint and Blackboard).
- Proficiency with Microsoft Word and Excel. Facility in emails.
- 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.
University-wide Committees
- As needed, volunteer or requested by supervisor to attend.
Minimum Qualifications
- High School Diploma or graduation equivalent.
- Three years progressively responsible medical/financial/administrative office experience. Medical terminology required. Intermediate computer and proofreading skills required. Experience in the Johns Hopkins system strongly preferred.
- Additional education may substitute for up to one year of required experience to the extent permitted by the JHU equivalency formula
Preferred Qualifications
- College Degree preferred.
Classified Title: Sr Medical Office Coordinator
Working Title: Senior Medical Office Coordinator
Role/Level/Range: ATO 40/E/02/OE
Starting Salary Range: $17.95-$25.30-$32.60 HRLY (Commensurate with experience)
Employee group: Full Time
Schedule: Monday - Friday, 8:30 am - 5:00 pm
Exempt Status: Non-Exempt
Location: School of Medicine Campus
Department name: UHS Primary Care
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.
The Johns Hopkins University values diversity, equity and inclusion and advances these through our key strategic framework, the JHU Roadmap on Diversity and Inclusion.
Equal Opportunity Employer
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.
EEO is the Law
Learn more:
https://www.eeoc.gov/sites/default/files/migrated_files/employers/poster_screen_reader_optimized.pdf
Accommodation Information
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 Talent Acquisition Office at jhurecruitment@jhu.edu. For TTY users, call via Maryland Relay or dial 711. For more information about workplace accommodations or accessibility at Johns Hopkins University, please visit accessibility.jhu.edu.
Johns Hopkins has mandated COVID-19 and influenza vaccines, as applicable. Exceptions to the COVID and flu vaccine requirements may be provided to individuals for religious beliefs or medical reasons. Requests for an exception must be submitted to the JHU vaccination registry. For additional information, applicants for SOM positions should visit https://www.hopkinsmedicine.org/coronavirus/covid-19-vaccine/ and all other JHU applicants should visit https://covidinfo.jhu.edu/health-safety/covid-vaccination-information/.
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.
Note: Job Postings are updated daily and remain online until filled.
