Hospitalist Program Specialist (Department of Medicine, Hosptialist Medicine Division)

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