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

Hospitalist Program Specialist

We are seeking a Hospitalist Program Specialist who will provide varied administrative support ranging from standard to 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

• 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

• 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.

• 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.

• 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 Medicine