This position manages the financial and administrative activities of the Division. The position reports directly to the Division Chief and the Administrator, and Associate Administrator for the Department of Psychiatry and Behavioral Sciences to ensure efficient and coordinated functioning of the Division as a unit. Interfaces regularly with departmental director of finance. This job encompasses the management of a large and complex divisional structure encompassing finances, human resources, payroll, program development and overall administrative operations of the Division. This position also has management responsibilities for the Inpatient unit, Day Hospital and Cortical Function hospital activities.
Specific Duties/Responsibilities: Financial
Manage all division funds (clinical, research, joint agreement, gift, contracts, and endowment). Develop and maintain various computerized management systems with spreadsheets and databases to assist with this process. Review monthly statements of account activity, make corrections, and inform faculty members of any problems or discrepancies. Close out all terminated accounts, reconcile ledgers, and ensure account balances are zero.
Provide, review, and analyze the divisional clinical finances. Review departmental clinical collections to determine appropriate reimbursement. Develop appropriate billing strategies to maximize billing and collections. Ensure accurate compliance of faculty billing activity in accordance with CPA guidelines. Develop faculty profit and loss statements once methodology has been defined.
Develop strategies with the Division Chief for establishing and utilizing discretionary funds for the preservation of the Division's teaching, research, and patient care missions.
Monitor faculty and staff percent of effort expended on research grants and contracts. Maintain equivalent salary distribution on accounts. Maintain computerized tracking for salary distribution on all division accounts. Review ERS reporting for accuracy.
Develop Division's annual operating budget for submission to the Department of Psychiatry and Behavioral Sciences.
Design and produce various computerized monthly, quarterly, and annual financial reports for Division Director, Departmental Administrator and/or Clinical Director. Design and produce other special reports as requested by Directors and/or other faculty members.
Prepare or ensure correct preparation of all electronic and paper forms such as journal vouchers, check deposits, telephone service requests, electronic budgets and expenditure transfers.
Attend monthly financial meetings with Department of Pediatrics Assistant Administrator and divisional Clinical Director. Review and monitor statistics with Clinical Director. Prepare reports as necessary.
Attend monthly financial meetings with Department of Pediatrics Assistant Administrator and Cortical Function Director. Review and monitor statistics. Prepare reports as necessary.
Prepare and monitor monthly statistics for resident clinic. Meet weekly with clinic director to review patient volume.
Review all clinical contracts for accuracy of funding and terms of agreement before forwarding to Program Planning and General Counsel for implementation. Maintain accounts and faculty salary effort for all clinical contracts.
Develop staff job descriptions for new hires and restructure current job descriptions for upgrading of staff position as needed. Work closely with Department and SOM Human Resources for appropriate grading and salaries.
Ensure that Division payroll is completed in a timely and accurate manner, ensuring 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 performance appraisal forms and salary increase options as they relate to the fiscal budget. Act as liaison with Human Resources Manager and/or Human Resources for any disciplinary action.
Coordinate with supervisor all support staff leave. Approval any support staff overtime. Oversee and maintain compliance of the E210 attendance system.
Orient all new divisional hires, ensuring all forms are properly filled out and submitted, and that new hires contact all necessary offices (e.g., Human Resources, Registrar, Parking, ID, security access, etc.) and complete all mandatory training.
Develop new administrative policies and procedures as needed to ensure smooth operation of the Division. Make recommendations to Division Chief in the form of decision options.
Maintain space and equipment inventories for compliance with SOM, JHH, and governmental guidelines.
Outline existing opportunities to improve space utilization and define needs and justification for additional space to Department of Psychiatry, SOM and JHH.
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 Departmental divisional meetings and disseminate information as necessary to faculty and staff
Climate Setting and Leadership
To conduct 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.
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 Assistant Administrator.
Address patient complaints and ensure prompt resolution of their concerns.
Ensure availability and, if necessary, develop patient and family support services for the assigned areas.
Growth and Profitability
With the Chief, 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 and Computer Hardware
Research and evaluate software packages and hardware on manufacturer websites. Make suggestions regarding purchase of new or upgrading existing hardware and software. Liaison with JHMCIS network administrator to ensure network compatibility.
Design and implement customized computer database applications as needed by division members for specific job tasks and special projects. Train users for these databases.
Internal: Department of Psychiatry Administration, Department of Psychiatry Pro Fee Billing Office, Department of Psychiatry Grants Management Office, Department of Pediatrics Administration, Department of Pediatrics JHH Payroll Office, Research Administration, Business Office, Registrar's Office, Research Accounting, Payroll, Accounts Payable, Purchasing, JHMCIS. Various other departments and divisions in the School of Medicine and Bloomberg School of Public Health.
External: External affiliated hospitals, government and private agencies granting research funds (e.g., NIMH, foundations, drug companies, etc.), and various vendors and service providers (e.g., supply companies, professional medical organizations and societies, contractors).
BA/BS degree in business, finance, accounting, or related field required; Master's degree preferred. At least five (5) years of experience in an administrative management position within an academic or professional setting. Previous administrative and leadership experience is required. Previous experience supervising staff is strongly preferred.
Master's degree in a related field may substitute for required experience and additional experience may substitute for education, to the extent permitted by the JHU equivalency formula.
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 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.
Special knowledge, skills, and abilities:
Ability to stand, walk or sit for an extended period of time
Reaching by extending hand(s) or arm(s) in any direction
Finger dexterity required to manipulate objects with fingers rather than with whole hand(s) or arm(s), for example, using a keyboard
Communication skills using the spoken word
Ability to see within normal parameters
Ability to hear within normal range
Possible exposure to communicable diseases
Starting Salary Range: $67,114-$92,219; commensurate with experience
Employee Group: Full-Time
Schedule: Monday-Friday, 8:30 am-5pm
Employee Subgroup: Exempt
Department Name: Psychiatry
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 email@example.com. 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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