The Department of Surgery is seeking an CO Administrative Coordinator to provide administrative and clinical support t the Division of Acute Care/Trauma Surgery. This position will be the first point of contact to the Division for all constituents. The Administrative Coordinator will serve as a liaison with other University Departments, medical center departments, and external organizations. The Administrative Coordinator will work in a fast paced and demanding environment and must be able to function independently. The qualified candidate must demonstrate the ability to communicate on a professional level, act appropriately and effectively with all levels of staff, exercise good judgment, and think creatively to manage complex projects and to resolve operational issues.

Specific Duties & Responsibilities

• Manage the faculties’ electronic calendars for multiple meetings and manage frequent requests.

• Resolve scheduling conflicts.

• Ensure that the faculty is fully prepared for meetings and appearances by coordinating, collecting and providing materials to participants in a timely fashion.

• Develop or revise filing system to maintain academic, administrative, donor, VIP and other relevant files. Maintain files and record keeping systems

• Plan special events and meetings. Work on special projects as requested.

• Schedule and coordinate all departmental meetings

• Complete all paperwork related to process patient appointments

• Send correspondence to referring physicians and patients in a timely manner

• Prepare correspondence from dictation as requested

• Prepare and edit slides, manuscripts and reports as requested

• Make travel and accommodation arrangements for faculty and visitors

• Coordinate medical practice with the access center.

• Work with advanced practice, access center and faculty to ensure successful patient visits.

• Maintain accurate patient records and resolve patient related issues.

• Utilize knowledge of physician’s practice and requirements of third-party payors to provide appropriate documentation to assure authorization/certification for medical services.

• Triage patient calls and medical issues. Answers patient medical questions where appropriate and determines if physician/nurse response is required.

• Machines and/or equipment used on the job include a PC, laptop, phone, fax, copier, scanner, printer, LCD projector, and transcription equipment

• Coordinate meetings/events which involve securing venues as well as coordinating travel, hotel, reimbursement and payment of honoraria for guest lecturers as well as developing itineraries for guests/potential faculty recruits

• Renew licenses and memberships for faculty as needed.

• Prioritize workloads as needed to meet competing deadlines.

• Perform other duties and special projects as assigned.

• May perform duties of a sensitive and confidential nature, therefore the position requires an immense degree of discretion and tact.

Operations

• Assist with analysis of clinical operations of outpatient & inpatient clinical activities and work with clinical leadership to create schedules, new systems or revise established procedures.

• Work with the medical center’s department of Information Services to maintain Department computer equipment and software, assist faculty and staff in accessing network systems and provide account information to Information Services office upon request.

• Assist with special events planning.

Scope of Responsibility

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

Decision Making

• Carries out duties and responsibilities with limited supervision. Makes decisions and establishes work priorities on essentially procedure-oriented operations.

Communication

• Exchanges non-routine information using tact and persuasion as appropriate requiring good oral and written communication skills.

Minimum Qualifications

• 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.

Classified Title: Administrative Coordinator

Job Posting Title (Working Title): CO Administrative Coordinator

Role/Level/Range: ATO 37.5/02/OE

Starting Salary Range: $18.00 - $33.50 HRLY ($53,000 targeted; Commensurate with experience)

Employee group: Full Time

Schedule: M-F 9-5

Exempt Status: Non-Exempt

Location: Hybrid/School of Medicine Campus

Department name: ​​​​​​​SOM Sur Acute Care/Trauma Surgery

Personnel area: School of Medicine

Equal Opportunity Employer:

Johns Hopkins University is an equal opportunity employer and does not discriminate on the basis of race, color, gender, religion, age, sexual orientation, national or ethnic origin, disability, marital status, veteran status, or any other occupationally irrelevant criteria. The university promotes affirmative action for minorities, women, disabled persons, and veterans.