Administrative Specialist (Ophthalmology)

We are seeking an *Administrative 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 position is responsible for project planning, execution, management of and liaison of key business initiatives and operations applicable to all areas of the department. Overall duties will include but are not limited to clinical and regulatory compliance, optical administrative operations, patient care\-experience, grievances, Kyrus\-digital front door, QGenda, medical records, emergency management and business continuity, etc.

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 described above

• Receive, investigate and respond to Grievances and Requests for Service from JH Patient Relations. Work with JHU/JHH legal counsel regarding requests for patients when indicated. Execute actions as needed when patient care is terminated.
• + Attend patient education meetings

+ Facilitate Patient Advisory meetings

+ Track/report on patient satisfaction

• Serve as departmental manager and liaison for central administrative and business requirements and activities as required by JHH, JHU and ambulatory entities for,
• + Datavant (external medical records fulfillment vendor) related to patient requests and other concerns regarding medical records. Complete medical record certifications as needed.

Emergency management

• Maintain and update department emergency management and business continuity plan.
• Attend relevant meetings, represent department and cascade pertinent information to appropriate audiences.

Regulatory and compliance (Joint Commission, etc), working in concert with clinical leadership team lead for Office of Emergency Management (OEM)

• Attend relevant OEM meetings to represent department.
• Promote collaborative and inclusive participation in process development, documentation of practices, as well as decision making before and after events.
• Routinely cascade or communicate pertinent information to appropriate audiences both within and outside the department during events or in relation to OEM practices/events.
• Ensure the department’s emergency management and business continuity plans are in compliance with updates in accordance with JHM emergency management policy.

Agenda (providers on call \& scheduling)

• Lead process and protocol development for data entry in the system.
• Serve as the process owner for quality and accuracy of data entries to ensure system stays up to date with new providers entering and leaving the department.
• Represent the department and cascade information, provide direction as needed to others on system use/enhancements.
• Kyrus (digital front door maintenance for new and termed providers)

Staff Ophthalmology committees

• Prepare agenda, document and distribute minutes. (CPABC)
• Project management for other faculty committees (finance, LRPC, etc.)

Manage and oversee day\-to\-day operations of Wilmer’s centralized (CSS) and remote/provincial surgical scheduling staffs, including,

• Direct management of the CSS unit (core clinical scheduling coordinator team and PSC\-staffed surgical scheduling call center).
• Establishing and enforcing OR scheduling policies and procedures, in consultation with perioperative, financial clearance, and QI leaders.
• OR capacity planning, utilization performance review, and block template assignment decision\-making in consultation with JHH\-Wilmer and JHSCS leaders.
• Quality assurance and monitoring of performance and compliance standards across all Wilmer and OR sites of service.
• Primary resolution of cross\-site scheduler resource needs, questions, any competing OR scheduling requests, and local hiring needs requests.
• Preparing monthly surgical volume/labor reconciliation reports for Wilmer Finance based on scheduling staff completed case activity across the network.
• Engagement with physician leaders, attending and assistant surgeons to resolve issues, improve performance, and implement new protocols.
• Collaboration with Epic\-OpTime developers and superusers to make ongoing improvements to case request orders (CROs) and other surgical workflows, based on surgeon and scheduler stakeholder feedback.
• Identifying and acting on opportunities for lean process improvement, standardization, shared staffing models, and more centralized governance.

On call or non\-standard work hour requirements

• Presence and work effort during emergency events.

Minimum Qualifications

• Bachelor's Degree.
• Four years of progressively responsible administrative experience, with experience working on special projects and assignments.
• Epic, Power BI proficiency, Microsoft Word suite expertise.
• 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 skills

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.

Classified Title: Administrative Specialist

Role/Level/Range: ATP/03/PC

Starting Salary Range: $53,800 \- $94,400 Annually ($84,250 targeted; Commensurate w/exp.)

Employee group: Full Time

Schedule: Monday\-Friday, 8:30 am \- 5:00 pm

FLSA Status: Exempt

Location: Hybrid/School of Medicine Campus

Department name: SOM Oph Ophthalmology Chairmans Office

Personnel area: School of Medicine