Sr. Administrative Coordinator
Job Description
The department of Psychiatry Administration is seeking a Sr. Administrative Coordinator who will provide complex administrative support, project support and financial support to the Vice Chair for Clinical Affairs/Director of Community Psychiatry Program (CPP), Vice Chair for Clinical Business Development, and the Johns Hopkins Hospital Clinical Director for Psychiatry. Responsibilities include making decisions with established guidelines; communication with physicians and staff, including outside physicians and institutions; developing and maintaining positive working relationships with all those they personally come into contact with; coordinating appointments including standing committees, meetings, and patient/research scheduling.
Specific Duties & Responsibilities
Administrative
- Provides secretarial and administrative support to Vice Chairs/ CPP Director/Clinical Director.
- Using established guidelines develops and coordinates complex and key administrative projects
- Monitors, evaluates and implements business practices and procedures to support the day-to-day operational needs.
- Facilitates programmatic activities such as committee meetings, seminars, CPP retreats etc.
- Monitors and ensures compliance requirements are satisfied including JCAHO, E210, performance reviews, and research.
- Maintains smooth office operations and makes suggestions for improvements.
- Develops and recommends administrative processes and procedures to assure efficiency.
- Establishes and maintains an organized filing system according to office procedures to ensure the expeditious retrieval of information.
- Maintains the Vice Chairs/CPP Director’s and Clinical Director’s calendars based on knowledge of goals and priorities, schedules appointments, arranges meetings, and makes travel arrangements as needed.
- Drafts, prepares, proofreads and/or edits correspondence reports and presentations, and creates basic original correspondence in response to letters and emails for review and signature for the Vice Chairs/CPP Director and Clinical Director.
- Coordinates faculty and CPP functions (lunches, holiday parties).
- Screens and triages incoming mail and phone calls. Takes patient phone calls and interacts with families as needed.
- Provides coverage for CPP/Clinical Director related administrative work as needed – prescription line, clozapine report, SAP ordering, workforce time entry for therapists.
- Maintains and updates clinical attending schedules for Psychiatry department including monthly, weekend, holiday, and HAL.
- Schedules, cancels, maintains patient appointments in EPIC.
- Provides back-up support to Administrative Specialist to the Department Director.
Financial Responsibilities
- Reviews and reconciles sponsored and non sponsored expense statements, monitors monthly expenditures, and gathers supporting documentation for supervisor's review and approval.
- Prepares shopping carts, travel reimbursements, online check requests, eforms, and costs transfers.
- SAP processing, order office supplies as directed, process invoices for payment and check or travel requests for reimbursement.
Technical Knowledge
- Knows the formal and informal departmental goals, standards, policies and procedure, which may include some familiarity of other departments within the school/division.
- Knowledge and compliance of HIPAA rules and regulations in the dissemination of patient Protected Health Information (PHI).
Service Excellence
- Must adhere to Service Excellence Standards.
- Customer Relations.
- Self-Management.
- Teamwork.
- Communications.
- Ownership/Accountability.
- Continuous Performance Improvement.
Special Knowledge, Skills, & Abilities
- Knowledge of EPIC.
- Exchanges non-routine information with discretion.
- Must possess good written and oral communication skills.
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.
Classified Title: Sr. Administrative Coordinator
Role/Level/Range: ATO 37.5/03/OF
Starting Salary Range: $21.25 - $36.90 HRLY ($57,221 targeted; 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 Psy General Psychiatry
Personnel area: School of Medicine
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