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

May 14, 2026 Auto Import

<div class="container-3Gm1a">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<ul><li>Independently manage complex calendars and meeting schedules based on an understanding of shifting priorities. </li><li>Provide preparation for meetings, presentations, and discussions by gathering critical details to facilitate timely responses and task management. </li><li>Support staff management and team meetings and provide follow-up on action items.</li><li>Anticipate departmental needs by prioritizing incoming work to ensure timely and effective resolution and following up with deadlines, drafts, reminders.</li><li>Lead or significantly contribute to recurring or ad-hoc projects, including providing support or guidance to other staff.</li><li>Assist with planning and conduct of events as needed.</li><li>Perform general office management necessary for efficient operations. e.g. assisting with space issues, room reservation requests, technology needs, etc.</li><li>Ensure timely processing and submission of travel reimbursements, online payments, purchase orders, and non-employee expense reimbursements.</li><li>Locate and compile information to format and produce reports, graphs, tables, records, and other sources of information.</li><li>Responsible for answering questions, providing guidance, and disseminating information.</li><li>Interpret and communicate operating policies.</li><li>Proactively identify and assist with the resolution of administrative problems.</li><li>Maintain high-level knowledge of the informal and formal department goals, standards, policies, and procedures including familiarity with other departments in the school/division.</li><li>Other duties as assigned.</li></ul> In addition to the duties above Hospital Medicine Scheduling Operations <ul><li>Provide centralized management of physician scheduling to ensure accurate coverage, continuity, and efficient use of clinical resources.</li><li>Act as Qgenda super user and divisional scheduling lead. Runs draft automation.</li><li>Maintain physician schedules, including semi-monthly and daily adjustments.</li><li>Prepare mail-merge letters showing individual FTE, CFTE, salary support, and clinical targets.</li><li>Coordinate moonlighting logistics and reporting.</li><li>Maintain scheduling guidelines, templates, rules, and payroll-supporting reports.</li><li>Identify process improvements to increase efficiency and reliability.</li><li>Serve as point of contact for issues with EPIC, ARM, Imprivata, and similar systems.</li></ul> Support scheduling for highly visible clinical programs (Centralized Moonlighting Program and JHI).<ul><li>Manage the Department of Medicine Moonlighting Program and coordinate with Cardiology, Renal, Lung, Oncology, and JHBMC programs to fill shifts.</li><li>Maintain the moonlighter roster, ensure eligibility/credentialing compliance, and produce coverage reports.</li><li>Coordinate shift coverage and escalate open shifts per the Moonlighting Escalation Rate Policy.</li><li>Ensure staffing adheres to hospital standards and protocols.</li><li>Collaborate with DOM Credentialing, the Medical Staff Office, and locum agencies to secure coverage.</li><li>Supervise the JHH Provider Scheduling Administrative Coordinator.</li><li>Monitor the Surge Moonlighting inbox: respond within 2 hours for scheduling changes and within 24 hours for pay discrepancies.</li><li>Manage JHH Hospital Medicine and moonlighting ListServs in Sympa; keep them updated for credentialing/eligibility changes.</li><li>Verify moonlighter eligibility during sign-up (e.g., via Program Directors or Qgenda).</li><li>Prepare and reconcile moonlighting payments with 98% accuracy, matching Qgenda, MS Teams, and the Surge Moonlighting inbox.</li></ul> Faculty Affairs Administration <ul><li>Coordinate faculty onboarding, appointments, compliance, and related administrative processes.</li><li>Oversee faculty onboarding and offboarding.</li><li>Track credentialing and compliance requirements.</li><li>Coordinate recruitment logistics and interviews.</li><li>Facilitate faculty orientation.</li><li>Generate and distribute annual salary and CFTE letters.</li><li>Support annual reviews.</li><li>Maintain appointment, credentialing, and compliance tracking systems.</li><li>Provide administrative support to Director of Education</li><li>Collaborate with the Administrative Coordinator on events, Faculty Development/Grand Rounds, travel for visiting professors, and DOM newsletter announcements.</li></ul> Strategic Communications & Leadership Support divisional leadership.<ul><li>Assist in drafting written communications for divisional leadership (e.g., letters to Patient Relations, philanthropy initiatives, and letters of recommendation).</li><li>Produce and manage the Hospital Medicine divisional newsletter.</li><li>Assist with oversight of use of scholars funds, CME, discretionary, gift/endowment accounts.</li><li>Coordinate submissions to DOM communications channels.</li><li>Track and publicize faculty accomplishments (publications, grants, awards, philanthropy).</li><li>Draft leadership communications, announcements, and briefing materials.</li><li>Prepare presentations and slide decks.</li><li>Provide administrative support for leadership meetings, workgroups, and retreats.</li><li>Serve as backup to the Administrative Coordinator and Sr. Administrative Manager.</li></ul> Technical Qualifications & Specialized Certifications <ul><li>Highly proficient with Microsoft Office programs including Outlook, Word, Excel and PowerPoint. </li></ul> Technical Skills & Expected Level of Proficiency<ul><li>Calendar Management - Advanced</li><li>Financial Administration - Advanced</li><li>Interpersonal Skills - Advanced</li><li>Meeting Coordination - Advanced</li><li>Office Procedures - Advanced</li><li>Oral and Written Communications - Advanced</li><li>Organizational Skills - Advanced</li><li>Report Writing - Intermediate</li><li>The core technical skills listed are most essential; additional technical skills may be required based on specific division or department needs.</li></ul> Minimum Qualifications <ul><li>Bachelor's Degree.</li><li>Four years of progressively responsible administrative experience, with experience working on special projects and assignments.</li><li>Experience with physician scheduling/EPIC/Imprivata</li></ul><ul><li>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.</li></ul> Preferred Qualifications <ul><li>Project management experience with cross-campus stakeholders.</li></ul><ul><li>Advanced written communication and digital content development.</li><li>Working knowledge of SAP, Concur, SharePoint, and Adobe Creative Cloud.</li></ul><hr style="width:50%;text-align:center">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 </div>

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