The Pathology Department is seeking an CO Administrative Coordinator who will perform and coordinate 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).
Specific Duties & Responsibilities
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. Reference Management.
Serve as coordinator for faculty travel and faculty-sponsored events. Manage scheduling/calendars.
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.
Research capability: Needs to have familiarity with interlibrary loan and medical library areas and systems.
Decision Making: 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.
Special Knowledge, Skills, & Abilities
Must demonstrate advanced skills in MS
Office (Word, Excel, PowerPoint). Knowledge of SAP, and Epic highly desired. Knowledge of Endnote reference manager system and 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.
Specific Physical Requirements
While performing the duties of this job, the employee may remain in a stationary position, sitting or standing, up to 70% of the time. Required to traverse throughout the work area or to retrieve/deliver equipment, supplies, or specimens from other locations on campus throughout the day (see below regarding transport duties). Individual will crouch or bend frequently during the day to retrieve or work with materials and during package processing.
The employee is required to operate computer keyboard and mouse 75% of the day and must have dexterity for handling small glass slides and other specimens. Constantly repositions self to perform duties at work stations, gathering specimens. Other repetitive hand motions may be required for completing administrative tasks.
Prolonged vision requirements including viewing computer screen, paper reports/documents and charts. Visual acuity is required to distinguish fine gradation of color.
Position requires frequent use of the telephone, while multi-tasking to retrieve or review information from the computer in order to assist callers quickly and confidentially. Must be able to communicate confidential information in a clear, concise, and professional manner to a diverse audience.
While this position works primarily in an office environment, there is activity in Laboratory environments - 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.
Transports materials usually less than 40 pounds from one area to another; this includes when assigned walking multiple times per day to other locations on campus (up to 1 hour of walking at a time). When needed staff use a cart to transport items, which would require pushing or pulling. While walking surface is often inside on tiled floors, it also includes walking outside between buildings on uneven pavement on occasion. May be required to lift and/or move up to 50 pounds with proper training, or precautions/lifting aides (example: file boxes, specimen deliveries). 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 mandatory 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.
High School Diploma or graduation equivalent.
Three years related experience.
Additional education may substitute for required experience, to the extent permitted by the JHU equivalency formula.
AS or BS Degree.
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.
Classified Title: Administrative Coordinator Working Title: CO Administrative Coordinator Role/Level/Range: ATO 40/E/02/OE Starting Hourly Pay Rate Range: $17.95-$25.30-$32.60 HRLY (Commensurate with experience) Employee group: Full Time Schedule: M-F, 8:30am-5:00pm Exempt Status: Non-Exempt Location: School of Medicine Campus Department name: SOM Pat Surgical Pathology Personnel area: School of Medicine
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.
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