We are seeking an Administrative Coordinator in the Division of Hospitalists at JHBMC to support the division’s junior leadership team as well as supporting the 60+ member practice. This person must be a highly organized self-starter capable of working independently with an unerring attention to detail and ability to multi-task in a fast- paced environment. The Administrative Coordinator must have impeccable communication skills with the ability to handle patient-care related calls and requests as well as work proficiently with individuals at various levels within and external to the organization. This position works in close collaboration with the division’s Sr. Administrative Coordinator to the Director, Associate Director and Administrative Manager in order to provide seamless support for the division.

Specific Duties & Responsibilities

• Provide administrative support to the division’s Directors of Education, Research, Operations & Quality Improvement, Clinical Activity, and Wellness through management of tasks including but not limited to,
• Coordinating quality improvement project scheduling and maintenance including project EQUIP.
• Assisting in data collection, reporting and analyzing functions for reporting needs for divisional dashboards and other divisional initiatives.
• Scheduling and tracking of medical learners including ensuring compliance with credentialing and HR requirements.
• Coordination of Hospital Medicine Grand Rounds.
• Assisting directors with overall scheduling related to their leadership roles.
• Acting as a liaison for the Directors regarding any financial needs related to their leadership positions and projects.
• Assist the Clinical Services Manager with processing and tracking of payroll entry for 14+ clinicians through the Kronos system.
• Enter and track all divisional reimbursements and vendor payments in SAP.
• Maintain CIMS personnel files and data, including tracking reappointment dates, review dates, compliance courses, license numbers and expirations and ensure divisional personnel’s compliance with all such mandates.
• Coordinate interviews for physicians, NPPAs, fellows, and staff including but not limited to scheduling and preparing interview materials and hosting the candidates on-site during their interview process.
• Prepare and track hospital credentialing and faculty appointment paperwork for new hires.
• Assist with onboarding of new staff including scheduling and overseeing required training, creating personnel files including all required document (e.g. licensure), coordinating completion of HR and other paperwork,
• setting up parking and ordering required equipment and supplies.
• Coordinate execution of contracts, Part B forms and other required organization contracts and agreements by gathering necessary signatures and providing executed documents to the necessary parties.
• Assist in the maintenance of the divisional clinical schedule.
• Prepare correspondence and documents such as letters of recommendation, reports, and other departmentally required documents.
• Organize and plan all divisional meetings, events, retreats including space & supply acquisition and coordination of onsite details such as food, equipment, and materials.
• Work in collaboration with other divisional administrative staff to provide office support including but not limited to:
• Maintaining the Archibus Space Inventory & Functional Use Study
• Communicating with patients, providers and staff and directing calls appropriate to CIMS personnel or other clinical care areas.
• Submitting service requests to IS and Facilities as needed and track response until completed. Answering divisional phone line(s).
• Ordering office supplies.
• Collecting and distributing mail within office and to hospital.

Special Knowledge, Skills, & Abilities

• Excellent computer skills and organizational skills and attention to detail.
• Outstanding verbal communication and interpersonal skills with participants, Principal Investigators, and other team members.
• Interest in working with people with mental illness and disadvantaged populations.

Physical Requirements

• Sitting in a seated position for extended periods of time. Reaching by extending hand(s) or arm(s) in any direction.
• Finger dexterity to manipulate objects with fingers rather than with whole hand or arm, for example, using a keyboard.
• Communication skills using the spoken word.

• High School Diploma or graduation equivalent.
• Three years related experience.
• Knowledge of software, including Microsoft Word and Excel is needed.
  

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

Classified Title: Administrative Coordinator 
Role/Level/Range: ATO 37.5/02/OE  
Starting Salary Range: $18.20 - $33.90 HRLY ($54,000 targeted; Commensurate with experience) 
Employee group: Full Time 
Schedule: M-F; 8:30-5:00 
Exempt Status: Non-Exempt 
Location: Johns Hopkins Bayview 
Department name: ​​​​​​​SOM DOM Bay Hospitalists  
Personnel area: School of Medicine