Johns Hopkins Student Assistance Program seeks an Administrative Coordinator who will be the initial point of contact for students, faculty and staff seeking services through the Johns Hopkins Student Assistance Program (JHSAP) and serves under the supervision of the JHSAP Clinical Manager. The Administrative/Executive Assistant provides telephone and email support and administrative functions including reception, electronic calendaring, secretarial duties, and data entry and collection. The Administrative Secretary must carefully protect the confidentiality of clients' health information.
Succeeding in this role requires:
Excellent written and verbal communication skills
A cooperative, flexible, patient attitude
A welcoming, calm demeanor
An ability to recognize when a student is in distress and to respond appropriately
Excellent organization and efficiency
An ability to prioritize and manage multiple work activities in a fast-paced work setting
Specific Duties & Responsibilities:
Scheduling and Calendaring:
Scheduling client appointments.
Creating, managing, and editing clinician's schedules.
Assisting clinical director with Outlook calendar management.
In-person, telephone and email support:
Serving as receptionist in JHSAP's East Baltimore offices, greeting clients, including walk-ins, and providing tablets or paper forms for clients to complete intake information.
Providing telephone support throughout the working day: answering calls, responding to inquiries about programs and services, and taking messages.
Reviewing and responding to inquiries received in the JHSAP email box, and elevating inquiries to the appropriate JHSAP team member, as necessary.
Identifying urgent student needs, managing them in the moment, and triaging them appropriately.
Call Center Liaison:
Main point of contact with vendor call center.
Managing and responding to reports from vendor call center throughout the day and elevating concerns to clinicians if appropriate.
Notifying call center vendor when the JHSAP office is closed or staff is unavailable.
Maintaining records of call center statistics, identifying problems with call center system, troubleshooting, and consulting JHSAP leadership when necessary to resolve concerns.
Event Planning and Facilitation:
Assisting with planning JHSAP outreach events, workshops, and group sessions (preparing printed materials, arranging parking for vendors, ordering supplies, placing room and equipment reservations, ordering meals, planning virtual group sessions and presentations, etc.)
Coordinating team retreats, professional development events, and continuing education.
Note-taking and File-management:
Maintaining shared drive and Microsoft Teams site, including updating templates and other documents at the direction of JHSAP leadership.
Taking minutes at regular team and other JHSAP meetings and posting them to Microsoft Teams Site.
Taking minutes at Cross-Divisional CARE Team meetings and posting them to Microsoft Teams Site.
Updating and verifying provider referral list.
Providing students referrals to TimelyMD and community treatment providers upon request.
Helping clinicians find treatment options, using referral list or internet research.
General office support duties such as filing, faxing, copying, mail, ordering supplies, opening/closing office.
Assisting the Clinical Manager in making edits to the JHSAP webpage.
Supporting routine financial functions, including processing travel reimbursements and procurement card transactions.
Main point of contact with IT and LAN administrator.
Performing other administrative duties, as assigned.
Data Entry and Data Collection:
Distributing and compiling data from client satisfaction surveys.
Entering client file data, as assigned.
Assisting clinical manager with data collection and report generation.
Administration of Electronic Medical Record (EMR):
Main point of contact with EMR vendor.
Managing appointment reminders.
Troubleshooting EMR problems and contacting EMR support when necessary.
Under direction of clinical manager, configuring and editing EMR forms.
Creating, managing, and editing clinician's schedules in EMR.
Minimum Qualifications (Mandatory):
High School Diploma/GED and three years related experience required. Bachelor's degree preferred. Additional education may substitute for required experience, to the extent permitted by the JHU equivalency formula.
Experience in a clinical setting preferred.
Handles both routine and confidential information in an appropriate, respectful manner.
Must be reliable and able to function well in a cooperative team setting.
Special Knowledge, Skills & Abilities:
Superior customer service skills
Excellent verbal and written communications skills
Understanding of the principles of confidentiality and how to manage private information and documents
Strong organizational skills
Ability to manage multiple tasks simultaneously
Ability to function in a fast-paced work environment
Detail oriented and deadline driven
Technical proficiency for internal software, call center phone system, and procedures
Working knowledge of Microsoft Office Suite and Outlook.
Ability to use computer for data entry.
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.
Classified Title: Administrative Coordinator Role/Level/Range: ATO 37.5/02/OE Starting Salary Range: $17.42 - $23.95/hr (commensurate with experience) Employee group: Full Time Schedule: M-F, 8:30am - 5:00pm Exempt Status: Non-Exempt Location: Homewood Campus Department name: JHSAP Personnel area: University Student Services
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 [email protected]. 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.
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