Administrative Assistant Neonatologists Full time

General Job Description:
Provides administrative support to the Medical Director of the Frederick Health Hospital (FHH) and
providers in the unit. Serves as the initial point of contact for the FHH NICU administrative office.
Ideal candidate will maintain a high degree of professionalism and confidentiality comfortably take
initiative and exercise independent judgment to resolve issues. Will perform duties of a sensitive and
confidential nature. This position reports to the Director Women & Childrens Service Line Division
Administrator of the Division of Neonatology and the FHH Medical Director. Maintain liaison with
JHU Division of Neonatology administrative staff working as an administrative team member to
maintain transparency and cohesiveness.

Duties and Responsibilities:
Responsibilities include but are not limited to formatting/preparing various graphs tables
charts spreadsheets and Power Point Presentations; prepare and schedule meeting
agendas/itineraries including gathering materials to be presented in an organized fashion routine
correspondence compiling and maintaining data answering telephones other duties as assigned
Receive screen and relay telephone calls and messages in a timely manner. Interact with Labor
and Delivery Department Maternal Child Department Maternal Fetal Medicine Department
Medical Records Credentialing Office Medical Staff Services IT Department Hospital
Administration etc.
Schedule monthly Division of Neonatology meetings on behalf of the NICU medical director.
Prepare and distribute agendas take and distribute minutes notify attendees reserve conference
rooms; set up alternative connection via Zoom maintain log of participants.
Schedule regular meetings on behalf of NICU Medical Director as instructed. Prepare and
distribute agendas take and distribute minutes maintain attendance log
Manage NICU Medical Directors calendar; and update as needed. Assist NICU Medical
Director to prepare monthly on-call schedule. Assist NICU Medical Director contacting
providers to fill open shifts in the schedule. Distribute schedule to staff. Monitor schedule on a
daily basis to update with any changes notifying all providers and other critical offices.
Prepare and maintain monthly moonlighting payroll spreadsheet for NICU providers. Confirm
hours worked with monthly schedule prior to submission to Neonatology Administrator for
processing
Reconcile NICU agency providers invoices confirming hours worked with monthly schedule.
Maintain files of Neonatology Staff Physicians Nurse Practitioners and Moonlighters licenses;
ensure all files are current and most recent documents on file. Forward copies of all new updated
licenses to Medical Staff Office
Maintain time and attendance for all JHU providers in the NICU following divisional policy and
medical director approval for requesting and reporting time off. Send details to division
administrators on a monthly basis.
Serve as a liaison between neonatology division administrator and FHH Credentialing Office for
a smooth and prompt transition for credentialing new providers.
Serve as a liaison between department and vendors other departments and outside organizations.
Create maintain and analyze electronic and paper record keeping systems including retrieval
retention storage compilation updating and destruction of files; assist in the creation of new
systems or revise established procedures as needed
Maintain equipment and service contracts including computers office equipment
Use various software applications such as Excel Word Power Point SAP Epic. File and
manage correspondence create new files and maintain an organized filing system.
Operate personal computer to access email electronic calendars and other basic office support
software
Use various software applications such as spreadsheets relational databases and graphics
packages to assemble manipulate and/or format data and/or reports. Utilize Internet to search for
information contacts for research and clinical consultation international contacts for teaching
and travel.
Perform other duties as assigned by FHH Director Women & Childrens Service Line
Neonatology Division Administrator and FHH NICU Medical Director.
Collate and maintain provider billing for submission to Coronis

Scope of Responsibility:
Knowledge of the formal and informal departmental/divisional goals standards policies and procedures
which may include familiarity of other departments within the school/division. Is sensitive to the
interrelationship of both people and functions within the department and division.

Decision Making:
On a regular and continuous basis exercises administrative judgment and assumes responsibility for
decisions consequences and results having an impact on people costs and/or quality of service within
the functional area.

Minimum qualifications (mandatory):
High School Diploma or GED required. Five (5) years progressively responsible administrative
experience required preferably in a health care environment; Additional education may substitute for
required experience to the extent permitted by the JHU equivalency formula.

Preferred qualifications:
Bachelors Degree preferred. Experience with Epic preferred.

Special knowledge skills and abilities:
Ability to work independently as this office is a one-person office. Candidate is expected to take
initiative to maintain smooth office operations. Experience in the use of software applications databases
spreadsheets and/or word processing required. Operate personal computer to access e-mail electronic
calendars and other basic office support software such as PowerPoint Excel and Microsoft Word.
Communicate effectively and in a professional manner at all times. Maintain positive courteous
supportive professional working relationships with all levels of contacts faculty staff students
visitors etc. Provide excellent customer service assisting others as needed. Excellent verbal and written
communication skills required. Excellent interpersonal skills with the ability to work with faculty staff
and students. Must be able to work independently be flexible motivated and able to handle multiple
tasks with ease; must be a self-starter. Ability to make independent decisions and establish work
priorities to meet deadlines.
Ability to work independently without direction prioritize own work and work with flexibility on
several tasks simultaneously in order to meet various concurrent deadlines. Function as a member of a
team working to promote an atmosphere of respect collegiality and integrity. On a regular basis
exercise sound judgment and assume responsibility for decisions consequences and results. Final
candidate for this position may be required to complete skills assessments appropriate to position
description.

Caring for you as you care for the CommUNITY

Frederick Health offers a comprehensive and affordable benefits package. Health Dental and Vision insurance are offered the 1st of the month after 30 days of employment to all employees hired to work at least 20 hours per week and we offer multiple plans to best meet your and your familys needs. Life insurance Short-Term Income Replacement and Long-Term Disability are employer paid for eligible employees. Frederick Health offers a robust Paid Time Off program for eligible employees. Our 403B retirement plan helps you save for your retirement and includes an employer match to eligible employees. All employees have access to free financial planning sessions. We also offer an educational assistance program to support your education goals as well as an employer paid Employee Assistance Program.

Pay is based on experience skills and education. If position is part-time salary will be pro-rated based on scheduled hours. The pay range may also vary within the stated range based on specialty if applicable. Non-Exempt positions may have shift differential and/or Overtime paid if applicable.

Hourly range: $20.00 - $26.50

Required Experience:

Junior IC