The department of Psychiatry Administration is seeking a Sr. Administrative Coordinator who will provide complex administrative support, project support and financial support to the Vice Chair for Clinical Affairs/Director of Community Psychiatry Program (CPP), Vice Chair for Clinical Business Development, and the Johns Hopkins Hospital Clinical Director for Psychiatry. Responsibilities include making decisions with established guidelines; communication with physicians and staff, including outside physicians and institutions; developing and maintaining positive working relationships with all those they personally come into contact with; coordinating appointments including standing committees, meetings, and patient/research scheduling.

Specific Duties & Responsibilities

Administrative

• Provides secretarial and administrative support to Vice Chairs/ CPP Director/Clinical Director.
• Using established guidelines develops and coordinates complex and key administrative projects
• Monitors, evaluates and implements business practices and procedures to support the day-to-day operational needs.
• Facilitates programmatic activities such as committee meetings, seminars, CPP retreats etc.
• Monitors and ensures compliance requirements are satisfied including JCAHO, E210, performance reviews, and research.
• Maintains smooth office operations and makes suggestions for improvements.
• Develops and recommends administrative processes and procedures to assure efficiency.
• Establishes and maintains an organized filing system according to office procedures to ensure the expeditious retrieval of information.
• Maintains the Vice Chairs/CPP Director’s and Clinical Director’s calendars based on knowledge of goals and priorities, schedules appointments, arranges meetings, and makes travel arrangements as needed.
• Drafts, prepares, proofreads and/or edits correspondence reports and presentations, and creates basic original correspondence in response to letters and emails for review and signature for the Vice Chairs/CPP Director and Clinical Director.
• Coordinates faculty and CPP functions (lunches, holiday parties).
• Screens and triages incoming mail and phone calls. Takes patient phone calls and interacts with families as needed.
• Provides coverage for CPP/Clinical Director related administrative work as needed – prescription line, clozapine report, SAP ordering, workforce time entry for therapists.
• Maintains and updates clinical attending schedules for Psychiatry department including monthly, weekend, holiday, and HAL.
• Schedules, cancels, maintains patient appointments in EPIC.
• Provides back-up support to Administrative Specialist to the Department Director.

Financial Responsibilities

• Reviews and reconciles sponsored and non sponsored expense statements, monitors monthly expenditures, and gathers supporting documentation for supervisor's review and approval.
• Prepares shopping carts, travel reimbursements, online check requests, eforms, and costs transfers.
• SAP processing, order office supplies as directed, process invoices for payment and check or travel requests for reimbursement.

Technical Knowledge

• Knows the formal and informal departmental goals, standards, policies and procedure, which may include some familiarity of other departments within the school/division.
• Knowledge and compliance of HIPAA rules and regulations in the dissemination of patient Protected Health Information (PHI).

Service Excellence

• Must adhere to Service Excellence Standards.
• Customer Relations.
• Self-Management.
• Teamwork.
• Communications.
• Ownership/Accountability.
• Continuous Performance Improvement.

Special Knowledge, Skills, & Abilities

• Knowledge of EPIC.
• Exchanges non-routine information with discretion.
• Must possess good written and oral communication skills.

• 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 
Role/Level/Range: ATO 37.5/03/OF  
Starting Salary Range: $21.25 - $36.90 HRLY ($57,221 targeted; Commensurate with experience) 
Employee group: Full Time 
Schedule: M - F; 8:30am - 5:00pm 
Exempt Status: Non-Exempt 
Location: School of Medicine Campus 
Department name: ​​​​​​​SOM Psy General Psychiatry 
Personnel area: School of Medicine