Provides administrative and clinical supporting to the Executive Vice Chair and fulfills administrative duties to support the overall office. This position will be the first point of contact to the Ravitch Division for all constituents. The Sr. Administrative Coordinator will serve as a liaison with other University Departments, medical center departments, and external organizations. Sr. Administrative Coordinator will working a fast paced and demanding environment and must be able to function independently.
Duties and Responsibilities.
Participates in the preparation of the medical records or research documentation, budget, administrative, and regulatory documents for patient records, grant proposals, clinical or research protocols, and/or contractual agreements.
Manages the Chiefs electronic calendars for multiple meetings and manage frequent requests.
Resolves scheduling conflicts.
Ensures that the Chief is prepared for meetings and appearances by coordinating, collecting and providing materials to participants in a timely fashion.
Develops or revisez filing system to maintain academic, administrative, donor, VIP and other relevant tiles. Maintain tiles and record keeping systems.
Plans and coordinates 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.
Works on special projects as requested.
Schedules and coordinates all departmental meetings.
Prepares and edits presentations, slides, manuscripts, reports, and emails as requested.
Helps coordinate and document management, narrative and statistical reports for private and government agencies.
Grant preparation, including NIH grant applications or other funding grants.
Compiles data for preparation of various periodic ad hoc reports.
Relays messages and greet visitors to the Division.
Makes travel and accommodation arrangements for Chief and visitors.
Renews licenses and memberships for Chief as needed.
Prioritizes workloads as needed to meet competing deadlines.
Provides support for faculty's activities with national societies, research projects, and scholarly publications and presentations, serving as a liaison between department and vendors, other departments, and outside organizations. Support includes, managing references, maintenance of a list of continuing medication education (CME) activities and maintenance of a current Curriculum Vitae (CV).
Performs a wide variety of administrative support to faculty and staff as required with regards to special projects and items; know the formal and informal Institute goals, standards, policies and procedures. Creates, maintains, & analyzes electronic and paper record keeping systems including retrieval, retention, storage, compilation, updating, and destruction of files; creating new systems or revising established procedures as needed.
Locates and compiles information and formats reports, graphs, tables, records and other sources of information. Assembles and categorizes facts and figures for written computation and calculations.
Assists with special events planning.
Operates personal computer to access email, electronic calendars, and other basic office support software. SAP transactions including order of supplies (Shopping Cart). Uses various software applications, such as spreadsheets, relational databases, statistical packages, and graphics packages to assemble, manipulate and/or format data and/or reports. Utilizes Internet to search for information, contacts for research, and clinical consultation, international contacts for teaching and travel.
Needs to know the campus locations, travel to many buildings to deliver documents and important materials each day.
Demonstrates utmost professional behavior as the representative of the Division.
Is expected to provide the highest level of compassion, empathy, and customer service to patients and their families.
Answers patient calls and triage where needed. Answers patient medical questions where appropriate and determines if physician/nurse response is required. May perform duties of a sensitive and confidential nature, therefore the position requires an immense degree of discretion and tact.
Is expected to act as an information resource and provide assistance for faculty, Department manager, trainees and staff as well as contacts from outside the Department.
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.
Triage patient calls and medical issues. Answers patient medical questions where appropriate and determines if physician/nurse response is required. Educate patients regarding surgery preparation.
Manages the faculties' electronic calendars for multiple meetings and manage frequent requests.
Resolves 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.
Plans special events and meetings. Works on special projects as requested.
Completes all paperwork related to process patient appointments.
Sends correspondence to referring physicians and patients in a timely manner.
Prepares correspondence from dictation as requested.
Prepares and edits slides, manuscripts and reports as requested
Coordinates medical practice with the access center. Works with advanced practice, access center and faculty to ensure successful patient visits.
Maintains accurate patient records and resolve patient related issues.
Utilizes knowledge of physician's practice and requirements of third party payors to provide appropriate documentation to assure authorization/certification for medical services.
Regularly meets with Division employees and faculty to improve communication and to build productive relationships
Continuously communicates to staff the importance of all Division team members, concentrating their activities in their areas of expertise.
Demonstrates awareness of limitations of institutional resources, and seeks to maximize physician scheduling within this context.
Establishes communication channels with staff and faculty to ensure that they receive information on internal and external issues which effect the operations of their assigned areas, as well as provide advice, assistance, information and service that aids them in attaining related objectives.
Works with appropriate personnel and/or organizations to ensure that teams and individuals have the clinical, information and organizational tools to serve our patients and customers effectively and efficiently.
Performs other duties and special projects as assigned.
High School Diploma/GED.
Five years progressively responsible administrative experience.
JHU Equivalency Formula: 30 undergraduate degree credits (semester hours) or 18 graduate degree credits may substitute for one year of experience. 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.
Bachelor's degree strongly preferred.
Experience using Microsoft office suite applications.
Experience managing multi-line phones.
Knowledge of SAP system, accounts payable; and some grant & manuscript preparation.
Detail oriented with strong organizational skills.
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