The Administrative Coordinator shall be responsible for coordinating outreach schedules for Program Manager, the Nurse Coordinator, and other physicians within the Division who handle transport duties. These scheduling activities will include ensuring the sites have the necessary documentation regarding qualifications, Curriculum Vitae and financial disclosures to enable Continuing Medical Education credits to be received by the physicians attending the activities. The Administrative Coordinator will also be responsible for assisting with the quarterly and annual reports as required by the State and any other necessary reports or data as requested 20 by the Contract Monitor.
The Administrative Coordinator will be available to obstetrical providers when the Program Manager is traveling to ensure that any request for information or a visit is received and responded to in a timely manner. Additionally, the Administrative Coordinator will be responsible for coordinating the scheduling of the Program Director's Outreach Activities to the Outreach facilities, as well as remaining in close contact with the sites to assist with any additional needs. The Administrative Coordinator will be responsible for compiling information for transport discharge letters and sending correspondences back to primary Ob providers and referring physicians. Complete edits for Transport Program discharge summaries. Assist nurse coordinator with scanning of transport logs into computer files for organization of records.
Duties and Responsibilities:
Serves as back-up administrative support for the Maternal-Fetal Medicine Division.
Maintain calendars for physicians.
Schedules appointments, meetings, and conference rooms; along with speaking engagements, and attendance at local, national and international meetings.
Arrange faculty's domestic and international travel.
Locate and compile information and format reports, graphs, tables, records and other sources of information for travel, reimbursements, etc. as requested.
Provide support of academic/research activities.
Assist with the coordination and management of research projects.
Format and compile information for grants, protocols, presentations, reports, publications, etc.
Assist with the on-line submission of manuscripts for publication.
Assist with the preparation and assembly of grants and contracts for submission.
Create new systems as needed or revise established procedures.
Create memos, letters, and emails for faculty.
Assemble, update, and maintain files of CVs, licenses, training etc.
Construct abstract presentations.
Complete and maintain hospital privilege applications for faculty.
Assist in preparation of presentations, slides, and other publication materials such as brochures.
Assist in the planning and implementation of events both in-house and outside the Institution.
Track academic promotional materials.
Organize and maintain general and confidential files and records.
Submit travel & mileage requests, check requests for invoices, get reimbursements etc. for MFM Division through HopkinsOne (SAP).
Operate office equipment such as personal computer, photocopier, fax machine, etc.
Make use of various software applications to: access e-mail, electronic calendars, spreadsheets, relational databases, statistical packages, and graphics.
Triage incoming phone calls, rely messages and respond to inquiries, in a timely, polite, and professional manner.
Type routine correspondence, letters, meeting minutes, grants, and reports from dictation or handwritten copy using personal computer.
Send faxes for physicians or other staff.
Retrieve articles from library or online.
Other duties as assigned.
High School Diploma/GED.
Three years related experience. Additional education may substitute for required experience, to the extent permitted by the JHU equivalency formula.
*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.
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