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 to 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.

• 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.

• 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.

• 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 elevate 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 List Servs in Sympa; keep them updated for credentialing/eligibility changes.
• Verify moonlighter eligibility during sign‑up (e.g., via…