Hospitalist Program Specialist (Department of Medicine, Hosptialist Medicine Division) - #Staff

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 Medicine

Equal 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.