The Sr. Administrative Coordinator will provide complex administrative support to the Director of the Fellowship program/ Director of Faculty Experience. Coordinate the administrative duties of the INR fellowship program. Provide administrative support to the Neuroradiology and Interventional Neuroradiology Division, including account reconciliation of non-sponsor accounts, coordination of events and IRB submissions.
Specific duties & responsibilities:
Provide administrative support for the Director of Faculty Experience and Fellowship Director
Provide administrative support to faculty in both INR and Neuroradiology divisions
Compile and prepare materials, confirm event information with vendors, prioritize affairs, and help organize all faculty experience events independently
Compose emails/correspondents on behalf of the Faculty Experience Director
Demonstrates skills and ability in the management of a assembling projects with a restricted deadline, at any given time
Negotiate packages and prices with vendors
Maintain documents, receipts, sign-in sheets, and invoices for Faculty Experience events
Organize, schedule, and plan Faculty Experience activities
Analyze clinic statistics on a monthly basis
Perform H&P audits on a monthly basis, submit the information to the QA team
Provide Stroke Center with all INR cases on a monthly basis
Maintain and upload documents and invoice to JHBox
Manage, maintain, and communicate the Faculty Experience budget
Under the direction of INR fellowship training program Director provide support for the selection of the fellowship candidates
Present candidates to the search committee for review
Coordinate recruitment and interview process for incoming Fellows
Process expense reimbursements
Compose letters/emails to fellowship applicants
Maintain and track fellowship program information using the ACGME guidelines.
Coordinate training for new fellows
Provide support and keep track of license to make sure fellows are compliant with JHU rules and regulations.
Manages program adherence to ACGME equivalent policies
Maintain recruitment documents in JHBox and manage the application process
Act a liaison with other institutions regarding recruitment, orientation, program affiliations agreements, and external rotations
Provide administrative support to the INR Fellows post docs
Coordinate semi-annual performance reviews for Fellows with the Director
Manage all applicants communications, including sending incoming Fellow need documentation to be completed prior to start date
Act as liaison a between credentialing office, IT, Director, and incoming Fellow
Procure lab coats, email addresses, ID badges, parking, etc. for incoming Fellows
Coordinate all needed documents and personally deliver to credentialing office
Manage and coordinator orientation program for incoming Fellows
Maintain Fellows clinical and non-clinical hours in Qgenda
Analyze and troubleshoot any discrepancies of the onboarding process for incoming Fellows
Serve as the contact person for clarifying application policies, procedures, and program guidelines.
Maintain accurate and complete records/documents via electronic filing in INR and Neuroradiology drive
Monthly Reconciliation of all non sponsor accounts for all Neuroradiology and Interventional Neuroradiology.
Identify and solve incorrect entries.
Perform account transfers to various accounts as needed
Invoice and keep track of all expenses for the Visualization Center. Including, generate invoice, get signatures, sent invoice and track postings.
Reconcile PCARD expenses.
Provide summary reports to the Administrative Manager and keep all Faculty (Clinical and Research) update on their reimbursements and expenses.
Performs accounts payable functions for both INR and Neuroradiology divisions in a timely and accurate manner such as; online payment request, purchase orders, travel reimbursements, and expense reimbursements
Performs accounts receivable functions for both INR and Neuroradiology divisions in a timely and accurate manner such as; completing goods receipts for incoming supplies
Assemble reimbursement with supporting documentation and check for accuracy as well as ensure information is correct and complete according to University policy prior to submitting in SAP
Request and complete necessary documents for new/add vendor in SAP as needed
Perform calculations, computations, and format/manipulate data using MS Excel, in addition to creating and updating current MS Excel spreadsheets
Create an online, anytime verification process accessible at any time for Faculty and Manager
Analyze accounts to ensure 3 way match with invoices, receipts, and line item
Provide clinical Faculty with CPP account information and balance
Analyze and calculate pro-fee and hospital billing for all INR Procedures on a monthly basis
Analyze reports to ensure the financial detail report matches the financial summary report
Manage, maintain, and communicate the budget for the Fellows
Proactively and independently manage projects in addition to daily responsibilities
Screen all incoming correspondences and respond to inquiries about the Fellowship program
Responsible for IRB applications and continue reviews
Responsible for research coordination of some grants
Special knowledge, skills, and abilities: Ability to work independently, manage projects and determine priorities while maintaining a high degree of professionalism and confidentiality. Maintain effective and proactive communication with faculty, staff, fellows, administrators and students as required. Must work closely with all levels of personnel within Johns Hopkins entities on a variety of issues including matters regarded as confidential and sensitive. Strong organizational skills with the ability to manage several projects simultaneously. Strong computer skills to include proficiency in: Microsoft Suite (Word, Outlook, Excel, PowerPoint, Access), Adobe professional, SAP, Qualtrics, and routine internet usage. Excellent writing, analytical and verbal skills.
High school diploma or GED and five (5) years progressively responsible 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. 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 desired.
Classified Title: Sr. Administrative Coordinator Role/Level/Range: ATO/03/OF Salary: $19.62 - 27.00 Status: Full-Time Department name: 10003171-SOM Rad Neuro Interventional
Work Schedule/Hours: m-F 8:30-5:00 Location: 04-MD:School of Medicine Campus Personnel area: School of Medicine
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