| General Summary: Provides administrative support to Pathology Training Program Manager, Sr. Credentialing Coordinators, Sr. Academic Program Coordinator (Pathobiology), Chief Residents, and Pathobiology Chief Graduate Student. Coordinates the day to day administrative activities for Pathology Education Programs to ensure a smoothly functioning office. Interprets operating policies, exercises independent judgment in the resolution of administrative problems, prioritizes workload, facilitates travel arrangements and expense reconciliation, purchases supplies, and assists with special programs, such as orientations and awards ceremonies. Serves as a resource in a team environment. Provides secretarial support including appointments, correspondence, and file maintenance. Greet and assist with visitors and provide escort to residency applicants (3 months/year) throughout campus. Serves as a liaison between program office and interview contacts throughout Pathology. Accountable for standards of service excellence including but not limited to patient or interpersonal relations, teamwork, communication, continuous performance improvement, and self-management & accountability. Specific Duties and Responsibilities: - Know the formal and informal departmental goals, standards, policies and procedures that may include some familiarity of other departments within the school/division.
70% - Provide administrative support to the Pathology Training Office and Pathobiology Program Office.
- Receive and screen phone calls on a multi-line system and voice mail messages, accurately document and distribute messages (including use of internal paging systems (ex: CORUS).
- Accurately and consistently prepares documentation, presentations, and correspondence.
- Enter invoices and reimbursements into the SAP system for admin, residents, residency applicants, graduate students and applicants.
- Add new vendors to SAP as needed. Troubleshoot problems as needed.
- Order and manage food orders for Pathology Residency and Pathobiology Graduate Student Program.
- Monitor Residency Google calendar and enter food orders on calendar.
- Match/record food order invoices.
- Updates websites and/or creates new pdf for Pathology Residency, Clinical Fellow, and Pathobiology Graduate Program Orientation book annually.
- Assist in Wellness projects and activities.
10% - Prepare recruitment emails and brochures for Pathobiology.
- Prepare and confirms interview itineraries and distributes schedules.
- During interview season, greeter and guide to applicants for residency and graduate student program.
- Must know the campus locations, frequent walking during peak program times throughout campus and travel to various buildings to deliver documents and important materials each day.
- Prepares hotel and travel information and communicates/distributes to applicants when confirming appointments with them.
- Assists in orientation preparation and orientation activities as needed.
- Maintains Pathobiology LinkedIn page, update Pathobiology and Path Training alumni contacts, send updated information to Funding and Development office.
- Maintain files for graduate students.
- Send terminated/graduated trainee files to Iron Mountain.
- Call for files from Iron Mountain as needed for verifications.
- Grand Rounds 2nd backup and administrative representative during primary admin’s vacation.
15% - Operates personal computer to access email, electronic calendars, and other basic office support software.
- Uses various software applications, such as spreadsheets.
- Update department databases and systems (ex; Pathology Data Systems for verifications only, Pathology training programs website, mailing labels, email addresses, etc).
- Maintain inventory of materials & supplies and coordinate purchasing of supplies and uniforms as needed.
- Requests online payments/reimbursements.
- Responsible for SAP transactions to complete these tasks following JHU and department policies and procedures.
5% - Work on special projects (ex: Annual Pathology Training Awards Presentation, Welcome Reception, Pathobiology Retreat, Pathobiology Oral Exams, and Pathobiology Recruitment Dinner) and other assignments as needed.
- Preparation for meeting and training events by making room reservations, arranging set up, ordering supplies and food, tracking attendance, and preparing handouts.
Minimum Qualifications: - High school diploma or GED.
- Two 2 years of administrative 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. Special Knowledge, Skills, or Abilities: - Must demonstrate intermediate to advanced skills in MS Office (Word, Excel, PowerPoint).
- Knowledge of SAP, 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.
- Administrative professional with intermediate to advanced office skills including: typing, editing/proofreading, filing.
- Demonstrated skills in customer service, telephone, typing.
- Working as a member of a dynamic team; detail oriented, strong written & verbal communication and interpersonal communication.
- Ability to prioritize multiple tasks and work with a variety of department contacts.
- Accountable for standards of service excellence including but not limited to interpersonal relations, teamwork, communication, continuous performance improvement, and self-management & accountability.
Work Environment: - Stationary position (sitting or standing) up to 60% of the time.
- Daily traverse throughout the office and various buildings to retrieve or deliver supplies, documents, or other materials from other locations on campus.
- During peak program times, this position is required to walk at least 50% of their day, escorting program applicants to interviews throughout our large campus.
- Required to operate computer keyboard frequently throughout the day and for prolonged periods.
- Prolonged vision requirements including viewing computer screen, paper reports/documents.
- May transport equipment and supplies usually less than 20 pounds from one area to another (in the office or on campus).
- Staff may be required to complete annual competency review, attend 10 hours per year of CE courses, and must insure compliance with Hospital Policy, Laboratory Policy & Procedure, Health, Safety & Environment regulations, and all applicable privacy & confidentiality laws/practices.
- During peak program times (May-July) and (October-December) work deadlines are critical - leave during these times may be less flexible and the employee in this position may at times be required to work additional hours if approved by supervisor to meet business needs.
Classified title: Administrative Secretary Role/Level/Range: ATO 40/E/02/OD Starting Salary Range: $15.26 - $21.00 (commensurate with experience) Employee group: Part-time Schedule: Monday-Friday - Work hours between 9am - 5pm / 5hrs/day – 25hrs/Wk Employee Status: non exempt Location: Ross 558 – 720 Rutland Ave – 04-MD:School of Medicine Campus Department name: 10003045 – SOM - Pathology General Administration – Graduate Program Personnel area: SOM – School of Medicine The successful candidate(s) for this position will be subject to a pre-employment background check. 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 HR Business Services Office at jhurecruitment@jhu.edu. For TTY users, call via Maryland Relay or dial 711. The following additional provisions may apply depending on which campus you will work. Your recruiter will advise accordingly. During the Influenza ("the flu") season, as a condition of employment, The Johns Hopkins Institutions require all employees who provide ongoing services to patients or work in patient care or clinical care areas to have an annual influenza vaccination or possess an approved medical or religious exception. Failure to meet this requirement may result in termination of employment. 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. Equal Opportunity Employer
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