Job Req ID: 114153
Sr. Adminstrative Coordinator
We are seeking a Sr. Administrative Coordinator. The Sr. Administrative Coordinator provides administrative support to the Medical Director of the Johns Hopkins Howard County Medical Center (JHHCMC) NICU, Chairman of the Department of Pediatrics, JHHCMC, Medical Director of the JHHCMC Emergency Department (ED) and physicians and other providers in both units. Serves as the initial point of contact for the HCMC NICU and ED administrative offices. Ideal candidate will maintain a high degree of professionalism and confidentiality, comfortably taking initiative and exercising independent judgment to resolve issues. Will perform duties of a sensitive and confidential nature. This position reports to the, the Division Administrator of the Division of Neonatology. The Sr. Administrative Coordinator will maintain liaison with Division of Neonatology and Pediatrics Emergency Department administrative staff, working as an administrative team member to maintain transparency and cohesiveness.
Specific Duties & Responsibilities

• Responsibilities include but are not limited to formatting/preparing various graphs, tables, charts, spreadsheets and Power Point Presentations; prepare and schedule meeting agendas/itineraries, including gathering materials to be presented in an organized fashion, routine correspondence, compiling and maintaining data, answering telephones, other duties as assigned.
• Receive, screen and relay telephone calls and messages in a timely manner. Interact with Labor and Delivery Department, Maternal Child Department, Maternal Fetal Medicine Department, Medical Records, Medical Staff Services, IT Department, Hospital Administration, etc.
• Schedule monthly pediatric department meetings on behalf of Pediatrics Department Chair. Prepare and distribute agendas, take and distribute minutes, notify attendees, reserve conference rooms; set up alternative connection via Zoom, maintain log of participants.
• Schedule regular meetings on behalf of NICU Medical Director. Prepare and distribute agendas, take and distribute minutes, maintain attendance log.
• Manage NICU Medical Director’s calendar; and update as needed. Assist NICU Medical Director to prepare monthly on-call schedule. Assist NICU Medical Director contacting providers to fill open shifts in the schedule. Distribute schedule to staff.
• Monitor schedule on a daily basis to update with any changes, notifying all providers and other critical offices.
• Prepare and maintain monthly moonlighting payroll spreadsheet for NICU providers. Confirm hours worked with monthly schedule prior to submission to Neonatology Administrator for processing.
• Manage rotating medical student schedule for ED – track, send reminders to students, confirm clinical hours completed to meet guidelines.
• Work with ED Medical Director to develop system to manage master schedule for PA and Armed Forces University medical students and JH Emergency Medicine students rotating through the ED. Develop system and checklist to confirm all necessary paperwork/documentation submitted to the Medical Staff Office in a timely fashion.
• Develop document to provide to students for onboarding, including departmental expectations.
• Maintain and update patient logbook for NICU.
• Utilize EMR system, Epic, to update patient data, send discharge summaries to pediatrician.
• Using Epic data, add NICU admissions to VON Database.
• Manage and reconcile providers’ discretionary funds and reimbursements via spreadsheet. Submit requests for reimbursement via Concur for approval by Neonatology Division Administrator.
• Manage CME credits and submit tuition remission reimbursement requests.
• Reconcile NICU agency providers’ invoices confirming hours worked with monthly schedule.
• Process invoices for payments via OPEN/SAP.
• Maintain files of Neonatology Staff, Physicians, Nurse Practitioners, and Moonlighter’s licenses; ensure all files are current and most recent documents on file. Forward copies of all new updated licenses to Medical Staff Office.
• Maintain time and attendance for all JHU providers in the NICU and ED following divisional policy for requesting and reporting time off. Send details to division administrators on a monthly basis.
• Serve as a liaison between neonatology and emergency medicine division administrators and HC Credentialing Office for a smooth and prompt transition for credentialing new providers.
• Serve as a liaison between department and vendors, other departments, and outside organizations.
• Assist in the coordination of faculty travel and faculty-sponsored events.
• Create, maintain, and analyze electronic and paper record keeping systems including retrieval, retention, storage, compilation, updating, and destruction of files; assist in the creation of new systems or revise established procedures as needed.
• Maintain equipment and service contracts including computers, office equipment.
• Use various software applications such as Excel, Word, Power Point, SAP, Epic. File and manage correspondence, create new files and maintain an organized filing system.
• Operate personal computer to access email, electronic calendars, and other basic office support software.
• Process SAP transactions including purchase requests, check requests and generate reports in Analysis.
• Use various software applications, such as spreadsheets, relational databases and graphics packages to assemble, manipulate and/or format data and/or reports. Utilize Internet to search for information, contacts for research, and clinical consultation, international contacts for teaching and travel.
• Perform other duties as assigned by Neonatology or Emergency Department Administrator, NICU Medical Director or ED Medical Director/Pediatrics Department Chair.

Scope of Responsibility

• Knowledge of the formal and informal departmental/divisional goals, standards, policies and procedures, which may include familiarity of other departments within the school/division. Is sensitive to the interrelationship of both people and functions within the department and division.

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

• Ability to work independently as this office is a one-person office. Candidate is expected to take initiative to maintain smooth office operations.
• Experience in the use of software applications, databases, spreadsheets, and/or word processing required.
• Operate personal computer to access e-mail, electronic calendars, and other basic office support software such as PowerPoint, Excel and Microsoft Word. Communicate effectively and in a professional manner at all times.
• Maintain positive, courteous, supportive, professional working relationships with all levels of contacts – faculty, staff, students, visitors, etc.
• Provide excellent customer service assisting others as needed.
• Excellent verbal and written communication skills required. Excellent interpersonal skills with the ability to work with faculty, staff and students.
• Must be able to work independently, be flexible, motivated and able to handle multiple tasks with ease; must be a self-starter. Ability to make independent decisions and establish work priorities to meet deadlines.
• Ability to work independently without direction, prioritize own work and work with flexibility on several tasks simultaneously in order to meet various concurrent deadlines.
• Function as a member of a team, working to promote an atmosphere of respect, collegiality and integrity.
• On a regular basis, exercise sound judgment and assume responsibility for decisions, consequences and results.
• Final candidate for this position may be required to complete skills assessments appropriate to position description.

Minimum Qualifications

• High School Diploma or graduation equivalent.
• Five years progressively responsible administrative experience.
• Additional education may substitute for required experience, to the extent permitted by the JHU equivalency formula.

Preferred Qualifications

• Bachelor’s Degree preferred.
• Experience with SAP is preferred, but not required.
• Experience with Epic preferred.

Classified Title: Sr. Administrative Coordinator
Role/Level/Range: ATO 37.5/03/OF
Starting Salary Range: $21.00 - $36.50 HRLY ($58,000 targeted; Commensurate with experience)
Employee group: Full Time
Schedule: M-F: 8:30a - 5:00p
Exempt Status: Non-Exempt
Location: JH at Howard County Hospital
Department name: SOM Ped Howard County General NICU
Personnel area: School of Medicine
Total RewardsThe referenced base salary range represents the low and high end of Johns Hopkins University’s salary range for this position. Not all candidates will be eligible for the upper end of the salary range. Exact salary will ultimately depend on multiple factors, which may include the successful candidate's geographic location, skills, work experience, market conditions, education/training and other qualifications. 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/.
Education and Experience EquivalencyPlease 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 Completing StudiesApplicants 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.
Background ChecksThe 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.
Diversity and InclusionThe 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 EmployerAll 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 Lawhttps://www.eeoc.gov/sites/default/files/2023-06/22-088_EEOC_KnowYourRights6.12ScreenRdr.pdf
Accommodation InformationIf 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 https://accessibility.jhu.edu/.
Vaccine RequirementsJohns 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 upon 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.
JH at Howard County Hospital