Department: Pathology Work Schedule/Hours: Monday-Friday 8:30a.m.-5:00p.m. 40 hrs.
Coordinates the day to day administrative activities for one or more pathologists to ensure a smoothly functioning office; interprets operating policies; exercises independent judgment in the resolution of administrative problems, prioritizing of workload, facilitating travel arrangements and expense reconciliation, purchasing supplies, coordinates special projects or programs, such as: seminars, courses, donation centers, training programs, etc. Serves as a resource in a team environment. Provides secretarial support to faculty including appointments, transcription of medical records, correspondence, manuscripts, grant proposals and filing. Understands HIPAA and departmental specific policies relating to medical records policies in regards to discussion, faxing and handling of patient medical records. Customer service representative duties call for reports, slides, interface with patients, clinicians, outside institutions.
Duties and Responsibilities:
Participate 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. Monitor spending and reconcile budgets monthly in order to control expenses. Responsible for answering the telephone and various functions involved with returning materials received for consultation. Grant preparation, including NIH grant applications or other funding grants. Interaction involves pathologists, assistants/residents, patients, administrative assistants, couriers, medical records/surgical pathology residents and patients. Helps coordinate and document management, narrative and statistical reports for private and government agencies. Order office and lab supplies and equipment. Prepare & distribute agendas, meeting minutes & reminders for meetings. Attend, tape record and transcribe minutes of those meetings. Compose agendas, documents, correspondence, and memos on behalf of the faculty. Transcribe and/or type manuscripts, technical documents, tables, graphs/charts, correspondence and notes, formatting and compiling information for grants, protocols, presentations, reports, manuscripts, etc. Provide 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. Reference Management. Serve as coordinator for faculty travel and faculty-sponsored events. Manage scheduling/calendars. Accountable for standards of service excellence; including but not limited to patient or interpersonal relations, teamwork, communication, continuous performance improvement, and self- management & accountability.
Greet and assist all visitors. Perform ad hoc research and fact-finding on a wide variety of administrative issues and items; know the formal and informal Institute goals, standards, policies and procedures. Create, maintain, & analyze 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. Maintain equipment and service contracts including computers, office equipment. Organize and maintain paper and electronic file and move toward creating a paperless office. Analyzes office-operating practices such as record keeping systems, forms control, personnel requirements, recommending new systems or revising established procedures. Interprets and communicates operating policies. 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.
High school diploma or GED. AS or BS degree, desired. Three years administrative experience. Additional education may substitute for required experience, to the extent permitted by the JHU equivalency formula.
Knows the formal and informal departmental goals, standards, policies and procedures that may include some familiarity of other departments within the school/division.
Needs to have familiarity with interlibrary loan and medical library areas and systems.
On a regular and continuous basis, exercises administrative judgment and assumes responsibility for decisions, consequences, and results having an impact on people, costs, and/or quality of service within the functional area.
Administrative professional with intermediate to advanced office skills including: typing, editing/proofreading, filing. Experience working in patient care environments. Demonstrated skills in customer service, telephone, typing. Working as a member of a dynamic team. Experience working in support of medical professionals in a clinical and/or academic environment, strongly desired. Previous experience working with Pathology or similar healthcare or research environment is helpful.
Must demonstrate advanced skills in MS Office (Word, Excel, Powerpoint). Knowledge of SAP, highly desired. Knowledge of Endnote reference manager system and PubMed web-based searches highly desired. As this individual works in a patient care setting, he/she must be knowledgeable of HIPAA, pathology medical records policy, quality assurance and confidentiality policies.
This is a Required Attendance position - in the event of unexpected university closings including inclement weather or declared emergency, the employee in this position is required to report to work and/or remain at work and may be required to work additional hours.
JHU Equivalency Formula: 30 undergraduate degree credits (semester hours) or 18 graduate degree credits may substitute for one year of experience.
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