SR ADMINISTRATIVE COORD
We are seeking a Coordinator. This position provides complex, high volume credentialing, administrative and human resources support for the Department of Urology. The role is responsible for credentialing, visas, clinical and all appointments, and other activities related to Faculty, Residents, Clinical Fellowships, Advanced Specialty Training Programs (ASTPs), Research Fellowships, Observers, Rotators, Clerkships, Trainees, and Graduate and Undergraduate Students. Will provide a range of higher level administrative and human resources support to the department leadership to assist with daily operations. The incumbent will perform duties of a sensitive and confidential nature and must demonstrate careful judgment, a high level of discretion and the ability to work independently. The individual will be able to prioritize effectively, take a proactive approach to work assignments and take initiative in the anticipation of further needs of the administrator and department leadership. The individual must be committed to customer service and deal with highly sensitive, privileged and confidential subject matter.




Specific Duties & Responsibilities

Credentialing Functions

• JHH, JHBMC, and all other Health System Entities.
  

• Process all appropriate paperwork for the Medical Staff Office for new appointments/ reappointments for Active Staff, Active Staff ASTP, Affiliate Staff, Housestaff, Clinical Fellows, Observers, Trainees, Rotators, Temporary Appointments, etc.
• Notify and work with Johns Hopkins Bayview, Howard County General Hospital, Green Spring Station Ambulatory Surgery Center, Sibley Memorial Hospital, and York WellSpan Medical Staff Office (MSO) liaisons for all JHH/Bayview Clinical Joint Appointments.
  
• Attend JHH and JHBMC Credentialing Liaison Meetings.
  
• Monitor progress of credentials verification by MSO staff to meet required start date.
  
• Assist the MSO credentialing coordinator in acquiring all required documents from the applicant and/or department.
  
• Ensures clinical providers have applied for the appropriate state licensure (MD, DC, PA), CDS, and DEA prior to applying for clinical privileges at any clinical JHM entity.
  
• Process all credentialing changes - resignations, retirements, name changes, leave of absence (LOA), delineation of privileges (DOP) change requests, etc.
  
• Keep track/monitor medical license (MD, DO, NP, PA, RN, and CMA) renewal application process.
  
• Initiate process of NFPPE with Urology Physician Advisor all new and incoming clinical providers.
  
• Submit annually Unlicensed Medical Practitioner registrations forms for residents, fellows, faculty, NPs, PAs, and all other clinical roles.
  
• Malpractice Liability Insurance FTE Reports - review and verify all physicians, residents, and fellows are listed, appointed, insured at the appropriate level, and rated class and coded are appropriate.

JHU

• Process all appropriate paperwork for new appointments/reappointments for Faculty, Residents, Fellows, ASTPs, Observers, Trainees, Rotators, Students, etc.
• For international medical graduates: if not a graduate of a LCME accredited school or on the approved reciprocity list, submit application for reciprocity approval to Associate Dean for Graduate Medical Education.
  
• For non-US citizens, submit appropriate visa in accordance with School of Medicine (SOM) visa guidelines.
  
• Prepare offer letter and contract for ASTPs and clinical and research fellowships.
  
• Send applicant offer letter, application materials, including required SOM CV format.
  
• Track candidates and receipt of all signed offer letters and attachments.
  
• Advise applicants, sponsoring faculty/administrative staff of status of appointments throughout process and notify when approval is obtained.
  
• Initiate on-line criminal background investigation check process.
  
• Set up new clinical providers in appropriate clinical information systems (EMR, narcotic prescribing, etc.)
  
• Process yearly faculty, resident, and fellow reappointments.
  
• Process yearly ASTP sheets and Certificate Request form.
  
• Departure Notifications - submit appropriate forms to International Office, Postdoctoral Office, MSO with name and date terminating appointment.
  
• Process Medical Students and Sub Interns for rotations in the Department of Urology.

Administrative and Human Resource Functions

• Assumes human resources and administrative tasks, special projects, ad hoc reports in Cognos, budgets, billing, research data and other related activities. A high level of confidentiality and professionalism is required as well as attention to detail.
• Assists the HR Generalist to submit ISR transactions for human resources purposes.
• Backup for processing online payments & check requests.
• Answers telephones, screens callers, takes messages or refers questions to the appropriate staff, and greets visitors; provides backup phone coverage for department as needed, schedules elaborate and detailed meetings and appointments.
• Composes, edits, types and distributes various letters and correspondence; creates and maintains necessary files, develops and maintains information to generate various reports for departmental projects; creates tables, charts, graphs, and PowerPoint presentations as needed, maintains project files; coordinates the receipt and processing of information for project management.
• Serves as the back-up for the automated on-line clinical faculty absence/coverage system in the Brady Away calendar and QGenda.
• Serves as a department resource for non-routine information for individuals external to the department, answers questions and provides guidance.
• Obtains access authorizations for various space throughout the institution for faculty and staff as well as parking access at Johns Hopkins Hospital and Johns Hopkins Bayview Medical Center.
• Updates staff database, group email lists, and sets up mail boxes for new staff.
• Assist HR Generalist with the following, working with staff to obtain general information about FML related issues and provide paperwork to staff member. Track and update FML determinations and changes.
• Processing payroll and personnel changes via ISRs in SAP.
• Entering hours worked for casual and student employees.
• Tracking staff training requirements to ensure all staff are compliant with University requirements.

• Maintains and updates department lists for current faculty, residents and fellows
• Maintains and updates former residents/fellows address and email lists
• Performs other duties as assigned by the department administrator and leadership.

Special Knowledge, Skills & Abilities

• Excellent typing and accuracy skills, proficient with personal computers, demonstrated knowledge of Windows 7 and Microsoft Office. Proficient with Microsoft Word, Microsoft Excel, Outlook, and PowerPoint. Microsoft Access Knowledge helpful. Strong computer literacy skills and ability to learn new software.
• Excellent verbal and written communication skills.
• Knowledge of SAP helpful.
• Project management experience preferred.
• Ability to take initiative and exercise independent judgment to resolve administrative problems.
• Excellent organizational skills with attention to detail.
• Strong interpersonal skills and ability to work as part of a team.
• Ability to work in a dynamic fast-paced environment and respond quickly to changing priorities.

Minimum Qualifications

• High school diploma or GED required.
  

• Five years progressively responsible administrative experience required.
  

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

• Final applicant for this position may be required to complete Skills Assessment appropriate for the position description.
  

Preferred Qualifications

• Working knowledge of credentialing.
• Prior experience working in academia, residency and fellowship programs.

Classified Title: Sr. Administrative Coordinator
Role/Level/Range: ATO 37.5/03/OF
Starting Hourly Pay Rate Range: $20.40 - $28.00/hr (Commensurate with experience)
Employee group: Full Time
Schedule: Monday - Friday/8:30 am - 5:00pm
Exempt Status: Non-Exempt
Location: Hybrid/School of Medicine Campus
Department name: SOM Uro General Admin and Financee
Personnel area: School of Medicine

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.

Equal Opportunity Employer

All 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 Law
Learn more:
https://www.eeoc.gov/sites/default/files/migrated_files/employers/poster_screen_reader_optimized.pdf

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 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 accessibility.jhu.edu.

Johns Hopkins has mandated COVID-19 and influenza vaccines, as applicable. 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.

Note: Job Postings are updated daily and remain online until filled.

To apply, visit https://jobs.jhu.edu/job/Baltimore-SR-ADMINISTRATIVE-COORD-MD-21287/961982200/








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