Sr. Administrative Coordinator

The Pathology Department is seeking a Sr. Administrative Coordinator who will provide administrative support for Pathology Administration / Leadership (including but not limited to: Director, Administrator, Associate & Assistant Administrator, Finance & Human Resources) Ensure a smoothly functioning office; interprets operating policies; exercises independent judgment in the resolution of administrative problems, prioritizing of workload, facilitating schedules/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 including appointments, correspondence, ordering, typing and filing. Understands confidentiality, HIPAA, and departmental specific policies relating to medical, business, and employee records. Follows policies in regards to discussion, faxing and handling of patient medical records. Customer service representative duties may include call for reports, slides, interface with patients, clinicians, outside institutions. Serves as key point of contact with both internal and external contacts requiring advanced customer service, communication, and interpersonal skills.

Specific Duties & Responsibilities

• Participate as requested in the preparation of documents (typing, organizing, requesting various information including but not limited to business reports, records or research documentation, patient records, grant proposals, clinical or research protocols, employee documents, and/or finance & contractual agreements.
• Represents the department in answering the telephone and greeting & assisting all visitors in a positive and professional manner. Main point of contact for front desk, phone coverage, mail distribution, keeping updated email lists, maintain updated name binder of departmental personnel in mailroom and updated mail slots (especially residents that change annually on July 1st).
• Helps coordinate and document management, narrative and statistical reports. Retrieves and returns materials.
• Interaction involves pathology faculty, residents, staff, students, visitors, and on occasion patients.
• Order supplies and equipment, as needed.
• Prepare & distribute agendas, meeting minutes & reminders for meetings. Coordinate meeting room schedules and availability. Set up and break down of meetings, conference phone or webcast. Announce, prepare agenda and distribute attachments for weekly POG meetings. Schedule Carnegie 489 and other meeting rooms as requested.
• Compose agendas, documents, correspondence, and memos on behalf of the Director, leadership, or 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. Create and send email announcements to worldwide educational groups using Mailchimp web program on regular basis for PathCast through former GI/Liver fellow, Rifat Manan. Provides standard communications for the department for memos, meetings, lectures, etc.
• Provide support for 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 travel and sponsored events including but not limited to manage necessary scheduling/calendars. Primary contact to schedule meetings for Dr. Hruban, arrange his travel and maintain his calendar. Provides support as needed for faculty or staff or other administrators in the department (ie: setting up faculty search itineraries).
• 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.
• 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 and meetings: planning, set up, breakdown, and follow up. Organize Departmental Faculty meetings (twice per year) - prepare presentation and agenda, order snacks, keep records. Provides support/take lead role on special projects as they arise (ie: Departmental Review for the Dean in May 2019; list of oral and poster presentations at the annual USCAP meetings).
• Operates personal computer to access email, electronic calendars, and other basic office support software. 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, may travel to other areas of campus to deliver documents and important materials.

Special Knowledge, Skills, & Abilities

• Knows the formal and informal departmental goals, standards, policies and procedures that may include some familiarity of other departments within the school/division.
• Needs to have familiarity with interlibrary loan and medical library areas and systems. Ability to seek out information and appropriate contacts across Johns Hopkins Medicine.
• 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.
• 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.
• Knowledge of grant/proposal application systems (ex; COEUS).
• 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 workstations, 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, workspace 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.

Minimum Qualifications

• 5 years progressively responsible administrative experience.
  

• Additional education may substitute for required experience, to the extent permitted by the JHU equivalency formula.

Preferred Qualifications

• Administrative professional with intermediate to advanced office skills including: typing, editing/proofreading, filing.
  

• Experience working in patient care environments. Demonstrated skills in customer service, telephone, typing.
  

• Working as a member of a dynamic team.
  

• 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: Sr. Administrative Coordinator
Role/Level/Range: ATO 40/E/03/OF
Starting Salary Range: Min $21.00 - Max $36.50 HRLY ($54,142 targeted; Commensurate with experience)
Employee group: Full Time
Schedule: M-F, start/end times flexible
Exempt Status: Non-Exempt
Location: Hybrid/School of Medicine Campus
Department name: ​​​​​​​SOM Pat General Administration
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.

The Johns Hopkins University values diversity, equity and inclusion and advances these through our key strategic framework, the JHU Roadmap on Diversity and Inclusion .

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 [email protected] . 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. The COVID-19 vaccine does not apply to positions located in the State of Florida. 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.

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