We are seeking a
- Hospitalist Program Specialist
- who will provide varied administrative support ranging from standard too complex for an individual, group, and/or unit requiring high level expertise and independent decision making.
Works on administrative assignments that require research, initiative, independent discretion, and specialized knowledge and abilities. Leads or assists with ad-hoc or recurring projects. Responsibilities require significant collaboration and coordination with others within and outside of the unit and extensive knowledge of the organization. This role provides high-level administrative leadership supporting the division's operational, communication, and strategic priorities. The position leads cross-divisional strategic projects and major event programming that elevate clinical, research, philanthropic, and educational missions. The role acts as a strategic partner to executive leadership.
- Specific Duties & Responsibilities
- + Independently manage complex calendars and meeting schedules based on an understanding of shifting priorities.
+ Provide preparation for meetings, presentations, and discussions by gathering critical details to facilitate timely responses and task management. + Support staff management and team meetings and provide follow-up on action items. + Anticipate departmental needs by prioritizing incoming work to ensure timely and effective resolution and following up with deadlines, drafts, reminders. + Lead or significantly contribute to recurring or ad-hoc projects, including providing support or guidance to other staff. + Assist with planning and conduct of events as needed. + Perform general office management necessary for efficient operations. e.g. assisting with space issues, room reservation requests, technology needs, etc. + Ensure timely processing and submission of travel reimbursements, online payments, purchase orders, and non-employee expense reimbursements. + Locate and compile information to format and produce reports, graphs, tables, records, and other sources of information. + Responsible for answering questions, providing guidance, and disseminating information. + Interpret and communicate operating policies. + Proactively identify and assist with the resolution of administrative problems. + Maintain high-level knowledge of the informal and formal department goals, standards, policies, and procedures including familiarity with other departments in the school/division. + Other duties as assigned. _In addition to the duties above_ _Hospital Medicine Scheduling Operations_ + Provide centralized management of physician scheduling to ensure accurate coverage, continuity, and efficient use of clinical resources. + Act as Qgenda super user and divisional scheduling lead. Runs draft automation. + Maintain physician schedules, including semi-monthly and daily adjustments. + Prepare mail-merge letters showing individual FTE, CFTE, salary support, and clinical targets. + Coordinate moonlighting logistics and reporting. + Maintain scheduling guidelines, templates, rules, and payroll-supporting reports. + Identify process improvements to increase efficiency and reliability. + Serve as point of contact for issues with EPIC, ARM, Imprivata, and similar systems. _Support scheduling for highly visible clinical programs (Centralized Moonlighting Program and JHI)._ + Manage the Department of Medicine Moonlighting Program and coordinate with Cardiology, Renal, Lung, Oncology, and JHBMC programs to fill shifts. + Maintain the moonlighter roster, ensure eligibility/credentialing compliance, and produce coverage reports. + Coordinate shift coverage and escalate open shifts per the Moonlighting Escalation Rate Policy. + Ensure staffing adheres to hospital standards and protocols. + Collaborate with DOM Credentialing, the Medical Staff Office, and locum agencies to secure coverage. + Supervise the JHH Provider Scheduling Administrative Coordinator. + Monitor the Surge Moonlighting inbox: respond within 2 hours for scheduling changes and within 24 hours for pay discrepancies. + Manage JHH Hospital Medicine and moonlighting ListServs in Sympa; keep them updated for credentialing/eligibility changes. + Verify moonlighter eligibility during sign-up (e.g., via Program Directors or Qgenda). + Prepare and reconcile moonlighting payments with 98% accuracy, matching Qgenda, MS Teams, and the Surge Moonlighting inbox. _Faculty Affairs Administration_ + Coordinate faculty onboarding, appointments, compliance, and related administrative processes. + Oversee faculty onboarding and offboarding. + Track credentialing and compliance requirements. + Coordinate recruitment logistics and interviews. + Facilitate faculty orientation. + Generate and distribute annual salary and CFTE letters. + Support annual reviews. + Maintain appointment, credentialing, and compliance tracking systems. + Provide administrative support to Director of Education + Collaborate with the Administrative Coordinator on events, Faculty Development/Grand Rounds, travel for visiting professors, and DOM newsletter announcements. _Strategic Communications & Leadership Support divisional leadership._ + Assist in drafting written communications for divisional leadership (e.g., letters to Patient Relations, philanthropy initiatives, and letters of recommendation). + Produce and manage the Hospital Medicine divisional newsletter. + Assist with oversight of use of scholars funds, CME, discretionary, gift/endowment accounts. + Coordinate submissions to DOM communications channels. + Track and publicize faculty accomplishments (publications, grants, awards, philanthropy). + Draft leadership communications, announcements, and briefing materials. + Prepare presentations and slide decks. + Provide administrative support for leadership meetings, workgroups, and retreats. + Serve as backup to the Administrative Coordinator and Sr. Administrative Manager.
- Technical Qualifications & Specialized Certifications
- + Highly proficient with Microsoft Office programs including Outlook, Word, Excel and PowerPoint.
- Technical Skills & Expected Level of Proficiency
- + Calendar Management
- Advanced + Financial Administration
- Advanced + Interpersonal Skills
- Advanced + Meeting Coordination
- Advanced + Office Procedures
- Advanced + Oral and Written Communications
- Advanced + Organizational Skills
- Advanced + Report Writing
- Intermediate + The core technical skills listed are most essential; additional technical skills may be required based on specific division or department needs.
- Minimum Qualifications
- + Bachelor's degree.
+ Four years of progressively responsible administrative experience, with experience working on special projects and assignments. + Experience with physician scheduling/EPIC/Imprivata + Additional education may substitute for required experience, and additional related experience may substitute for required education beyond a high school diploma/graduation equivalent, to the extent permitted by the JHU equivalency formula.
- Preferred Qualifications
- + Project management experience with cross-campus stakeholders.
+ Advanced written communication and digital content development. + Working knowledge of SAP, Concur, SharePoint, and Adobe Creative Cloud.
Classified Title:
Administrative Specialist Job Posting Title (Working Title): Hospitalist Program Specialist (Department of Medicine, Hosptialist Medicine Division)
Role/Level/Range:
ATP/03/PC
Starting Salary Range:
$53,800
- $94,400 Annually ($75,000 targeted; Commensurate w/exp.
) Employee group:
Full Time Schedule:
M-F 8:30-5:00
FLSA Status:
Exempt Location:
Hybrid/School of Medicine Campus Department name:
SOM DOM JHH
Hospitalists Personnel area: School of MedicineEqual Opportunity Employer All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.
