This position manages the financial and administrative activities of the Division of Allergy and Clinical Immunology at Bayview Medical Center. The position reports directly to the Division Director at Bayview Medical Center and the Administrator for the Department of Medicine. Sr. Admin Manager ensures efficient and coordinated functioning of the Division as a unit and coordinates with hospital and institutional stakeholders on behalf of the division. This job encompasses the management of a large and complex divisional structure encompassing sponsored grants, finances, human resources, program/business development, and other fiscal and administrative operations of the division.
Specific duties & responsibilities:
Manage all financial lines of business (clinical, research, gift, endowment, etc.)as well as sponsored grant portfolio. 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 Chief, faculty, and Administrator of any problems or discrepancies.
Manage the financial and administrative activities for Division of Allergy and Clinical Immunology at Bayview.
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 Chief 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 budget for submission to the Department of Medicine, School of Medicine, and JHB.
Design and produce various reports utilizing institutional data to create monthly, quarterly, and annual financial reports for Division Chief, Departmental Chairman and 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, special payroll (advance) check requests, and telephone service requests. Prepare electronic budgets and expenditure transfers.
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 strengths and weaknesses, operational requirements, and implementation plans.
Develops comprehensive project plans for identified opportunities – establishes project goals, objectives and outcomes, secures leadership support and endorsement
Determines project time line to accomplish identified goals with milestones
Assists in the implementation of projects - utilizes skills of communication, negotiation and problem solving to effectively execute identified steps of implementation, monitors progress towards outcomes and modifies action plan accordingly, plans interventions as necessary to maintain time line, recognizes potential for integration / collaboration.
Evaluates project outcomes - collects relevant data to determine efficiency of project, makes and implements recommendations to improve project outcomes or processes, develops written summary reports by making recommendations to the leadership
Work with clinical areas to identify projects to meet operational targets, implement, and maintain performance improvement initiatives
Leads, facilitates, or supports meetings and committees as appropriate. Develops written summary reports by making recommendations to the leadership based on data analysis.
Formulate tactical business plans in conjunction with administrative leaders in the DOM, SOM, JHH, Bayview, and other affiliated institutions.
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. 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, terminations, 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. 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 the DOM, 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 Department of Medicine monthly division 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 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.
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.
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 (mandatory):
Bachelor's degree required; minimum of five years of experience in a financial and administrative position, preferably in an academic or medical setting.
Master's degree preferred, and may substitute for some experience, to the extent permitted by the JHU equivalency formula. Experience in an academic or medical institution preferred.
Special knowledge, skills, and abilities:
Ability to supervise, lead, 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
Starting Salary Range: $67,114 - $92,219
Employee group: Full time
Employee subgroup: Exempt
Schedule: Working 37.5 hours per week; Monday - Friday
Location: Johns Hopkins Bayview Campus
The successful candidate(s) for this position will be subject to a pre-employment background check.
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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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