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

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...