Sr. Administrative Coordinator | Johns Hopkins University - Military Veterans

Provide administrative and clinical administrative support to the division chiefs, and faculty and staff as required for the Department of Anesthesiology and Critical Care Medicine. Serve as a floater when other administrative coordinators within the department are out of the office due to extended leave or other circumstances. Administrative Responsibilities: Assist in managing daily calendar management by scheduling meetings, appointments, and travel as assigned Provide assistance with coordinating large meetings and standing committees as requested Coordinates the travel arrangements and expense reimbursements for guest lecturers by creating itineraries, securing venues, contracting catering, coordinating hotel and travel, processing reimbursements and payment of honoraria Coordinate travel for faculty candidates by scheduling transportation, reimbursing expenses, scheduling interviews, planning itineraries and hosting guests upon arrival Work in clinical scheduling systems/Qgenda as assigned. Conduct onboarding/orientation and offboarding processing of faculty and staff as needed. This includes coordinating with HR, Finance, and Credentialing offices. Manage and organize administrative requirements for Quality Assurance (QUAC) for the divisions. Provide information to the appropriate office within the department. Coordinate faculty annual review/PDR for the divisions, scheduling meetings and preparing materials for review with the department director. Assist with coordinating complex projects such as divisional events and celebrations Process vendor bills for the division using SAP financial management system Prepare and format routine correspondence for the administrative team Manage office filing system by updating file directories and keeping files neatly organized to ensure the expeditious retrieval of information Mail distribution, inter-departmental, USPS, FedEx, and UPS parcels as needed Screen and triage incoming mail and phone calls Maintain ACCM conference room scheduling, room reservation requests, and set up teleconference and audiovisual connections as requested Research and assemble materials for presentations and departmental projects Prepare shopping carts, purchase orders, travel reimbursements, and online check requests Orders office supplies and equipment in accordance with JHU procurement policies and procedures. Anticipates office supply needs and processes the necessary purchase orders. Oversees the department and divisional radiation badges process as assigned. Distribute radiation badges to designated personnel to disseminate and collect on a quarterly basis. Review financial reports (i.e.YPA accounts and Divisional spending) on a monthly basis for the Division Chief and faculty members. Provide back-up coverage within the department when other administrative coordinators are out of the office due to extended leave (FML, vacation, etc.) or other circumstances Maintain a high degree of customer service excellence in a highly confidential environment. Assist with the completion of documentation for appointments, reappointments, promotions, nominations, sabbatical leaves, absences, and other administrative forms for the Division Chief and faculty members General administrative duties to include, but not limited to scanning, copying, sorting mail, office and kitchen/control center supplies, triaging phone calls, and greeting and assisting visitors. Other duties as assigned Clinical Responsibilities: Perioperative Pain Clinic Scheduling Schedules patients for consultation and follow up appointments in the Perioperative Pain Clinic using Epic system for medical examinations, and consultations. Relays information to patients regarding preparation for these appointments. Coordinates visits either within the department or between several departments. Telephone and interview patients and/or family members to obtain accurate pre- registration information and to confirm appointments. Accurately verifies referral and authorization information and enters into computer system according to departmental guidelines. Verifies financial and insurance information to ensure appropriate scheduling for patient Completes daily block list for providers Registration Verify and enter pre-registration and insurance information into the computer system and prepares daily printed schedules for designated areas. Obtains and/or verifies patient's demographic data by phone or in person. Confirms appointments by telephone and/or mail. Fills appointment vacancies due to cancellations. Obtains pre-certifications as required by patients' health care insurers or managed care providers. Registers patients for clinical appointments using computerized database. Patient Encounter Receive patients in the PPP clinic and assisting each and every patient to achieve the Ideal Patient Encounter, and maintaining accurate information on each patient to facilitate the encounter. Offers friendly, courteous assistance to every patient to ensure that the patient has a positive, professional experience while at Johns Hopkins. Accurately describes procedures to new patients according to departmental guidelines. Patient?s Medical Records Ensure all patients records are handled in a confidential manner. Regularly print and prepare medical questionnaire forms and other information according to departmental guidelines. Ensure that the patients fill the appropriate forms upon arrival. Ensure that clinic surveys are sent and documented as per departmental procedures Check-out Ensure that the patients check out after consultation and make their follow up bookings if any on line. Scan all the medical records and store them in Epic after the doctor?s visit. Store the patient?s hard copy records in a safe and secure place Laboratory requests Provide the patients with a urine collection kit for routine urine checks, direct them on urine sample collection and take the sample to the lab ensuring that it?s well labeled. Phone, fax, in basket messages and email Answers phones and provide routine information to callers. Call patients to remind them of scheduled visits or follow up on missed appointments. Relay telephone, in baskets, email, and fax messages to the PPP clinic team and follow up with the patients to ensure that their needs are met to satisfaction. Manage all emails and in basket messages relating to PPP clinic and liaise with different departments to ensure that the patients are scheduled as requested. Liaise with the doctors and the APPs to manage all incoming and outgoing fax messages regarding authorizations, patient?s records and insurance. Customer service  Offer friendly, courteous assistance to every patient to ensure that the patient has a positive, professional experience while at Johns Hopkins or on the phone. 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  Job Posting Title (Working Title): Sr. Administrative Coordinator    Role/Level/Range: ATO 37.5/03/OF   Starting Salary Range: $21.25 - $36.90 HRLY ($26.44/hour targeted; Commensurate with experience)  Employee group: Full Time  Schedule: M-F; 8 AM - 4:30 PM  Exempt Status: Non-Exempt  Location: Hybrid: On-site 3-4 days a week  Department name: 10002716-SOM Ane General Administration  Personnel area: School of Medicine