Sr. Administrative Manager

Johns Hopkins University - Baltimore, MD

Full-time
General Summary/Purpose

This position manages the financial and administrative activities for the division of Geriatrics within Bayview’s Department of Medicine. The position reports directly to the Division Director and the Administrator for the Department of Medicine, Bayview to ensure efficient and coordinated functioning of the divisions. In addition, this position will assist with Bayview Department of Medicine initiatives. This job encompasses the management of complex divisional structures and department projects encompassing finances, human resources, program/business development, and other fiscal and administrative operations of the division.

Specific Duties & Responsibilities

Financial

Manage all financial lines of business (clinical, research, gift, endowment, etc.) whose total revenues are in excess of $10 million dollars. Monitor for profitability and complexity. Develop and maintain various computerized management systems with spreadsheets and databases to assist with this process. Review monthly account and/or business plan activity, correct errors, and inform Division Directors, faculty, and DOM Administrator of any problems or discrepancies.

Manages the financial and administrative activities for Bayview campus and ancillary sites.

Provide, review, and analyze the clinical practice finances of the division. Develop appropriate billing strategies to maximize annual charges.

Ensure accurate compliance of faculty billing activity in accordance with CPA guidelines.

Develop faculty profit and loss statements with quarterly reporting.

Develop strategies with the Division Director and faculty for establishing and utilizing discretionary funds for the preservation of the Division’s teaching, research, and patient care missions.

Supervise budget development of all grant and contract proposals. Develop and oversee staff completing sponsored research applications for accurate and timely submission. Organize and coordinate the grant preparation process with faculty and support staff. Develop and maintain tracking system for pending and active grant proposals.

Monitor faculty, staff, fellows and students percent of effort expended on research grants and contracts and maintain equivalent salary distribution on accounts. Maintain computerized database for tracking salary distribution on all division accounts.

Develop division's fiscal operating budgets for submission to the Department of Medicine, School of Medicine, and BMC. Assist with departmental budget analysis and evaluation.

Design and produce various reports utilizing institutional data to create monthly, quarterly, and annual financial reports for Division Directors, Departmental Chairman & Administrator. Design and produce other special reports as requested by Chairman, Chief, Directors and other faculty members.

Prepare or ensure the correct preparation of various forms such as journal vouchers, check deposits, off-cycle payment requests, and telephone service requests. Prepare electronic budgets and expenditure transfers.

I. Program Planning and Development

Develop detailed business plans for new and existing clinical and research programs to include market demand assessment, capital needs, facilities, divisional and departmental strengths and weaknesses, operational requirements, and implementation plans.

Formulate tactical business plans in conjunction administrative leaders in the DOM, SOM, BMC, and other affiliated institutions.

Administrative
Develop staff job descriptions for new hires and restructure current job descriptions for upgrading of staff positions as needed. Work closely with Department and SOM Human Resources for appropriate grading and salaries.

Supervise/train/lead administrative staff in excess of 15 individuals. Assist other divisional supervisors with hiring/firing of staff necessary for day to day program operations.

Ensure that division payroll is completed in a timely and accurate manner. Stay apprised of weekly and semi-monthly payroll deadlines and ensure that forms for new hires, termination, and salary and/or budget changes for current employees are processed. Keep apprised of annual review dates. Inform immediate supervisor and provide him/her with Performance Appraisal forms and salary increase options as they relate to the fiscal budget.

Coordinate and approve all support staff leave and overtime. Oversee and maintain compliance of the web-based time and attendance system (E210).

Orient all new employees to the Division, ensure all forms are properly filled out and submitted, and that new employees contact all necessary offices (e.g., Human Resources, Registrar, Parking, I.D., etc.)

Develop new administrative policies and procedures as needed to ensure smooth operation of the Division and Department. Make recommendations to Division Director in the form of decision options.

Maintain space and equipment inventories for compliance with SOM, BMC, and governmental guidelines.

Outline existing opportunities to improve space utilization and define needs and justification for additional space to the DOM, SOM, and BMC.

Provide information concerning Division, Department, and School policies to divisional personnel. Provide divisional information as requested by Department, School, Hospital, or other external entities as requested and appropriate. Attend Department of Medicine monthly division meetings and disseminate information as necessary to faculty and staff.

Climate Setting and Leadership

To conuct self in an exemplary fashion to achieve goals and set example for others within the division.

To establish communication channels with staff and physicians to ensure that they receive information on internal and external issues which effect the operations of the assigned areas, as well as provide advice, assistance, and service that aids them in attaining related objectives; and to be a source of information to senior leadership and other external and internal personnel.

Patient Satisfaction/Complaints

Serve as a liaison to health care agencies and insurance companies in a manner consistent with the University's policies and goals. Address concerns that agencies and companies may have with Departmental Administrator.

Address patient complaints and ensure prompt resolution of their concerns.

Ensureavailability and, if necessary, develop patient and family support services for the assigned areas.

Growth and Profitability

With Division Directors, allocate services and resources within the division to develop efficiencies, improve and maintain the services of the assigned areas, and ensure profitability.

Seek and prepare proposals for external funding possibilities from governmental or other private sources in conjunction with the Administrator, divisional faculty, Research Administration, or the Business Office.

Information Systems

Research and evaluate software packages and make suggestions regarding purchases of new programs and upgrades of existing programs to maximize productivity with divisional faculty and staff. Integrate applications, troubleshoot software problems and provide basic instructional and technical support.

Design and implement customized computer database applications as needed by division members for specific job tasks and special projects. Train users in the use of these programs.

Contacts

Internal: Department of Medicine Administration, Department of Medicine Billing Office, Research Administration Business Office, Registrar's Office, Research Accounting, Equipment and Space Accounting, General Accounting, Payroll, Accounts Payable, Purchasing, Information Systems, and Homewood. Various other departments and divisions in the School of Medicine and in the School of Hygiene.

External: External affiliated hospitals, government and private agencies granting research funds (e.g., NIH, foundations, and drug companies, etc.), and various vendors and service providers (e.g., supply companies, professional medical organizations and societies, contractors).

Minimum Qualifications

Bachelors degree required,

Five (5) years’ experience in a financial and administrative position, preferably in an academic or medical setting.

  • JHU Equivalency Formula: 30 undergraduate degree credits (semester hours) or 18 graduate degree credits may substitute for one year of experience. Additional related experience may substitute for the 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. *
Preferred Qualifications

Master's degree is preferred in a related field, and may substitute for some required experience.

Special Knowledge, Skills, and Abilities

Ability to supervise, leads, and train financial staff.

Knowledge of accounting and budgeting theory and practices. Preferred knowledge and understanding of the Johns Hopkins University accounting system and related fiscal offices. Specific knowledge of the operation of the Division preferred.

Ability to make independent judgments and to act on decisions on a daily basis. Ability to work for long periods of time without direction.

Ability to prioritize own work and work of staff as needed. Ability to work with flexibility on several tasks simultaneously and to meet various concurrent deadlines.

Very strong organizational skills, analytical and problem solving abilities, and attention to detail.

Ability to maintain confidentiality.

Strong interpersonal and communication skills, both oral and written. Ability to effectively interact with all levels of University and Hospital employees as well as outside contacts.

Classified Title: Sr. Administrative Manager
Working Title: Sr. Administrative Manager
Role/Level/Range: ATP/04/PE
Starting Salary Range: $68, 456 - $94, 063 / Commensurate with Experience
Employee group: Full Time
Schedule: Monday - Friday, 8:30a - 5:00p/ 37.5 hours per week
Exempt Status: Exempt
Location: 04-MD:School of Medicine Campus
Department name: 10002790-SOM DOM Bay Geriatric Medicine
Personnel area: School of Medicine

The successful candidate(s) for this position will be subject to a pre-employment background check.

If you are interested in applying for employment with The Johns Hopkins University and require special assistance or accommodation during any part of the pre-employment process, please contact the HR Business Services Office at jhurecruitment@jhu.edu. For TTY users, call via Maryland Relay or dial 711.

The following additional provisions may apply depending on which campus you will work. Your recruiter will advise accordingly.

During the Influenza ("the flu") season, as a condition of employment, The Johns Hopkins Institutions require all employees who provide ongoing services to patients or work in patient care or clinical care areas to have an annual influenza vaccination or possess an approved medical or religious exception. Failure to meet this requirement may result in termination of employment.

The pre-employment physical for positions in clinical areas, laboratories, working with research subjects, or involving community contact requires documentation of immune status against Rubella (German measles), Rubeola (Measles), Mumps, Varicella (chickenpox), Hepatitis B and documentation of having received the Tdap (Tetanus, diphtheria, pertussis) vaccination. This may include documentation of having two (2) MMR vaccines; two (2) Varicella vaccines; or antibody status to these diseases from laboratory testing. Blood tests for immunities to these diseases are ordinarily included in the pre-employment physical exam except for those employees who provide results of blood tests or immunization documentation from their own health care providers. Any vaccinations required for these diseases will be given at no cost in our Occupational Health office.

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