This position provides complex administrative support and credentialing for the Department of Urology. Will provide a range of administrative support to higher level administrative staff and assist the department leadership with daily administrative operations. The incumbent will perform duties of a sensitive and confidential nature and must demonstrate careful judgment, a high level of discretion and the ability to work independently. The individual will be able to prioritize effectively, take a proactive approach to work assignments and take initiative in the anticipation of further needs of the administrator and department leadership. The individual must be committed to customer service and deal with highly sensitive, privileged and confidential subject matter.
Assumes administrative tasks, special projects, ad hoc reports in Cognos, budgets, billing, research data and other related activities.
A high level of confidentiality and professionalism is required as well as attention to detail.
Assists the Asst. Administrator of Finance in preparing Faculty P & L reports.
Backup for processing online payments & check requests.
Answers telephones, screens callers, takes messages or refers questions to the appropriate staff, and greets visitors; provides backup phone coverage for department as needed; schedules elaborate and detailed meetings and appointments.
Composes, edits, types and distributes various letters and correspondence; creates and maintains necessary files; develops and maintains information to generate various reports for departmental projects; creates tables, charts, graphs, and PowerPoint presentations as needed; maintains project files; coordinates the receipt and processing of information for project management.
Serves as the back-up for the automated on-line clinical faculty absence/coverage system.
Serves as a department resource for non-routine information for individuals external to the department, answers questions and provides guidance.
Obtains access authorizations for various space throughout the institution for faculty and staff.
Updates staff database, group email lists, and sets up mail boxes for new staff.
Performs other duties as assigned by the department administrator and leadership.
Assist HR Generalist in the processing of FML.
Work with the staff member to obtain general information about FML related issues and provide paperwork to staff member.
Track and update FML determinations and changes.
Assist HR Generalist in the processing of payroll changes via ISRs in SAP.
Assist HR Generalist entering hours worked for casual and student employees.
Assist HR Generalist in tracking staff training requirements to ensure all staff are compliant with University requirements.
Maintains and updates department lists for current faculty, residents and fellows.
Maintains and updates former residents/fellows address and email lists.
Process all appropriate paperwork for the Medical Staff Office for new appointments/ reappointments for Active Staff, Active Staff ASTP, Affiliate Staff, Housestaff, Clinical Fellows, Observers, Trainees, Rotators, Temporary Appointments.
Notify/work with Bayview liaison for all JHH/Bayview Joint Appointments.
Attend Credentialing Liaison Meetings.
Monitor progress of credentials verification by MSO staff to meet required start date.
Assist the Medical Staff Office coordinator in acquiring all required documents from the applicant and/or department.
Process all credentialing changes – resignations, retirements, name changes, LOA, DOP change requests.
Keep track/monitor medical license renewal application process.
Submit annually Unlicensed Medical Practitioner registrations forms for residents and fellows.
Malpractice Liability Insurance FTE Reports – review and verify all physicians appointed and insured are listed at the appropriate level and rating class and coded appropriately.
Process all appropriate paperwork for new appointments/reappointments for Faculty, Residents, Fellows, Observers, Trainees, Rotators.
For international medical graduates: if not a graduate of a LCME accredited school or on the approved reciprocity list, submit application for reciprocity approval to Associate Dean for Graduate Medical Education.
For non-US citizens, submit appropriate visa in accordance with SOM visa guidelines.
Send applicant offer letter, application materials, including required SOM CV format.
Track candidates and receipt of all signed offer letters and attachments.
Advise applicants, sponsoring faculty/administrative staff of status of appointments throughout process and when approval is obtained.
Process yearly faculty and fellow reappointments.
Process yearly Advanced Specialty Training Program sheets and Certificate Request form.
Departure Notifications - submit appropriate forms to International Office, Postdoctoral Office, Medical Staff office with name and date terminating appointment.
Process Medical Students and Sub Interns for rotations in the Department of Urology.
High School Diploma required.
Five (5) years progressively responsible administrative experience required.
Final applicant for this position may be required to complete Skills Assessment appropriate for the position description.
Additional education may substitute for some experience, to the extent permitted by the JHU equivalency formula.
JHU Equivalency Formula: 30 undergraduate degree credits (semester hours) 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.
Project management experience preferred.
Experience in SAP preferred.
Special Knowledge, Skills, and Abilities:
Excellent typing and accuracy skills, proficient with personal computers, demonstrated knowledge of Windows 7 and Microsoft Office.
Proficient with Microsoft Word, Microsoft Excel, Outlook, and PowerPoint.
Microsoft Access Knowledge helpful.
Strong computer literacy skills and ability to learn new software.
Excellent verbal and written communication skills.
Ability to take initiative and exercise independent judgment to resolve administrative problems.
Excellent organizational skills with attention to detail; strong interpersonal skills and ability to work as part of a team.
Ability to work in a dynamic fast-paced environment and respond quickly to changing priorities.
Classified title: Sr. Administrative Coordinator
Working title: Sr. Administrative Coordinator
Role/Level/Range: ATO 40/E/03/OF
Starting Salary Range: $19.82 - $27.27 (commensurate with experience)
Department name: 10003205 - SOM - Uro Urology - Urology
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 email@example.com. 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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