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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: Remote
Department name: SOM DOM JHH Hospitalists
Personnel area: School of Medicine
