The Wilmer Genetic Eye Disease (GEDi) Center is seeking a Genetic Eye Disease (GEDI) Center Coordinator (PC) who will perform a wide variety of tasks, including administrative, financial, clinical care and event coordination.
Clinical- The PC will be responsible for liaising with the Wilmer GEDi Center co-Directors to orchestrate multiple clinical services offered by the Center, including its genetic counseling service, its pediatric oculogenetics clinic and neurophysiology testing service, and genetic testing ordering through BluePrint Genetics. The person will serve as a consistent single point of contact for patient referrals to the Center from Wilmer, the Department of Genetic Medicine (DGM), JHU SOM and external providers from across the U.S. The PC will also train new technicians to perform pediatric ocular neurophysiology testing and will coordinate clinical visits for pediatric oculogenetics clinical trial patients.
Administrative-The PC will support members of the GEDi Center, including the pediatric co-Director, the GEDi Center Program Manager and genetic counselors from the DGM. The person will be responsible for ensuring the day-to-day running of the Center. Responsibilities include but are not limited to: interpretation of operating policies, independently resolving administrative issues, prioritizing workload, purchasing supplies, and organizing internal and external meetings. The PC will also provide support to the pediatric co-Director with regards clinical appointments, attainment of medical records, patient correspondence, coordinating travel and expense reconciliation. The PC must understand HIPAA and departmental specific policies regarding discussion, faxing and handling of patient medical records.
Event Planning- The PC will be responsible for organizing the Wilmer Resident Research Grant Program, which includes liaising with Wilmer physician sponsors, residency leadership, and ophthalmology trainees. The person will also organize all aspects of the annual Wilmer Residents' Association (WRA) Clinical Research Meeting and Graduation Dinner. This will include booking of event locations, arranging all ancillary activities (e.g. advertising, audio-visual, dining, etc.) and liaising with key stakeholders, including location managers, CME Office, guest speakers and conference registrants.
Financial-The PC will be involved in budget development, negotiation with collaborators/sponsors, account maintenance, billing and invoicing for GEDi Center pediatric clinical trials and the WRA event. This will include independent review and processing of account transactions and expenditure verification to ensure compliance with university regulations and restrictions. The position requires aptitude in the use of various software applications, such as SAP, spreadsheets, databases, statistical packages and graphics packages to format data and generate reports.
Specific Duties & Responsibilities
Day to day running of Wilmer GEDi Center: Serves as the primary contact for day-to-day GEDi Center administrative questions.
Provides communication support and coordination between GEDi Center clinical and research faculty and staff.
Composes GEDi Center agendas, documents, correspondence, and memos.
Schedules GEDi Center meetings, seminars, special guests and/or events.
Helps with budgetary, administrative, and regulatory documents for grant proposals, clinical or research protocols, and/or contractual agreements.
Maintains office-operating practices such as record keeping, forms control, personnel requirements; recommends new systems or revising established procedures.
Maintains equipment and service contracts including computers and office equipment.
Responsible for SAP transactions per policy and department procedures.
Orders office and lab supplies and equipment.
May be assigned use of procurement card (P-Card).
Provides support for pediatric GEDi faculty activities with national societies, research projects, scholarly publications and presentations.
Serve as coordinator for pediatric GEDi faculty travel and faculty-sponsored events.
Serves as backup to the GEDi Center Manager during illness or position vacancy.
Coordination of clinical care and clinical research
Receives GEDi Center patient referrals from providers in Wilmer, other JHU departments, the surrounding region and nationally.
Ensures patients get appointments with appropriate GEDi Center services (e.g. Genetic Counselor service; pediatric oculogenetics clinic and/or neurophysiology testing).
Wilmer Genetic Counseling (GC) service: Responsible for planning, workflow management, and oversight. Coordinates schedules and assignments for GC service.
Ensures patients are correctly booked for in-person or telemedicine appointments based on state of residence, insurance status and financial clearance approval.
Orders and coordinates correct type of genetic testing for patients after they have seen the Wilmer genetic counselors (GCs); liaises with testing companies such as BluePrint Genetics.
Pediatric oculogenetic clinic and neurophysiology testing service: Has oversight of pediatric oculogenetics clinic, including scheduling and workflow.
Ensures staff and trainees helping in the clinic understand their role and expectations of them. Helps trainees learn new techniques required of them in the clinic.
Trains new technicians to perform hand-held electroretinography (ERG) and visual evoked potential (VEP) testing that runs in parallel to the pediatric oculogenetics clinic.
Pediatric GEDi Clinical Trials: Liaises with other JHU departments for joint clinical study visits. Ensures coordination of visits, completion of all required clinical examination and ocular imaging components, and completion of all required study paperwork.
Helps monitor income and expenses for pediatric GEDi clinical trial budgets through reconciliation of monthly financial statements.
During study visits, is able to obtain and concisely record an accurate patient history.
Completes work up for patients including stereo testing, visual acuity, tonometry, color vision, manifest refraction, ocular motility and alignment testing.
Administers age-appropriate eye drops for anesthesia, dilation and IOP control.
Performs testing such as pachymetry, visual field, OCT imaging of the retina and optic nerve, axial length measurement using ocular biometry, and corneal topography.
Must be up to date and proficient in software such as EPIC, POE, TAP, Forum and Oculab
Organizes the Wilmer Resident Research Grant Program. Liaises with Wilmer physician sponsors, residency leadership, and ophthalmology trainees to match sponsors to recipients, and to ensure reimbursements get processed correctly and in keeping with Program policy.
Coordinates annual Wilmer Resident Association (WRA) Clinical Meeting and Graduation dinner.
Liaises with key stakeholders, including location managers, AV team, guest speakers and conference registrants.
Coordinates with CME office to determine credit information, disclosure information, tuition reimbursement and ION information.
Coordinates catering for events.
Process online payments, shopping carts, reimbursements, and travel arrangements.
Arranges plaques for alumni and special guest speakers.
Assists physicians and guests with registration. Maintains list of attendees.
Responsible for maintaining financial information and reporting it to finance department.
Coordinates with Mitchell Prize Committee and contestants. Keeps track of Mitchell prize deadlines. Obtains participant manuscripts and slides.
Monitors, tracks, and reports all expenditures per JHU and Department policies.
High School Diploma or graduation equivalent.
Five years progressively responsible related experience.
Additional education may substitute for required experience, to the extent permitted by the JHU equivalency formula.
Certified Ophthalmic Assistant (COA) from Joint Commission on Allied Health Personnel in Ophthalmology (JCAHPO) is required within 18 months of hire.
Certified Ophthalmic Assistant (COA) from Joint Commission on Allied Health Personnel in Ophthalmology (JCAHPO). Must maintain certification.
Strong organizational and analytical skills, problem solving abilities, and attention to detail.
Excellent spelling and grammar, interpersonal and organizational skills.
Ability to work on several tasks simultaneously and to meet various concurrent deadlines.
Ability to coordinate projects independently and work constructively as part of a team.
SAP transactions including ordering of supplies (Shopping Cart).
Use various software applications such as spreadsheets, relational databases, statistical packages, and graphics packages to assemble, manipulate and format data or reports.
Proficiency in Word, Excel, PowerPoint, e-mail communications, and electronic calendaring.
Knowledge of routine medical, ophthalmic and genetics terminology.
General understanding of funding/sponsor communication and grant/contract best practices.
Classified Title: Program Coordinator Working Title: Genetic Eye Disease (GEDi) Center Coordinator
Role/Level/Range: ATO 40/E/03/OF Starting Salary Range: $20.40-$28.00 HRLY (Commensurate with experience) Employee group: Full Time Schedule: M-F; 8:00 - 4:30 Exempt Status: Non-Exempt Location: School of Medicine Campus Department name: SOM Oph Pediatric Ophthalmology Personnel area: School of Medicine
Please refer to the job description above to see which forms of equivalency are permitted for this position. If permitted, equivalencies will follow these guidelines: 30 undergraduate degree credits (semester hours) or 18 graduate degree credits may substitute for one year of experience. Additional related experience may substitute for required education on the same basis. For jobs where equivalency is permitted, up to two years of non-related college course work may be applied towards the total minimum education/experience required for the respective job.
The successful candidate(s) for this position will be subject to a pre-employment background check.
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