Manages the financial activities and performance for the Department of Plastic and Reconstructive Surgery (which includes both East Baltimore and Bayview campuses), involving clinical, affiliated institution funds, general funds, federal and/or private grants and contracts, and designated and discretionary accounts. Performs comprehensive analysis and projections, relating to business or research trends to improve Departmental operational and financial effectiveness. Oversees the development and monitoring of clinical, affiliated institution funds, general funds, and designated and discretionary budgets for the Department. Manages the overall fiscal budget submission to the Department. Assists in grant financial planning and cost analysis. Analyzes complex financial data to ensure efficient use of resources. Ensures compliance with university and/or agency regulations and restrictions. This position supervises the Department Production Unit Manager, Sr. Grants & Contracts Analyst and Research Lab Coordinator and reports to the Departmental Administrator for Plastic and Reconstructive Surgery with an indirect reporting line to the Director of Finance for the Department of Surgery. This job encompasses the management of a rapidly expanding and complex structure encompassing finances, human resources, program/business development, and other fiscal and operations of the Department.
Manage all departmental funds (general, clinical, research, gift, endowment, etc.) whose total revenues are in excess of $20 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 Department Chair, faculty, and Administrator of any problems or discrepancies. Close out all terminated accounts, reconcile ledgers, and ensure account balances are zero.
Ensure complete and up-to-date operating procedures for all accounting and financial controls. Maintain proper internal controls and oversight of fund management. In conjunction with Business Office and Central Accounting, manage and take appropriate actions to resolve bad debt accounts. Implement policies and controls to minimize loss exposure
Provide, review, and analyze the clinical practice finances of the Department. Review departmental clinical collections to determine appropriate reimbursement. Develop appropriate billing strategies to maximize annual charges (in excess of $25 million).
Oversee Grants and Contracts staff of all sponsored research projects: government grants, private awards, commercial contracts. Supervise budget development for all grant and contract proposals. Develop and oversee staff completing the applications for accurate and timely submission. Ensure proper budgetary allocations maximize funding source benefit.
Develop faculty profit and loss statements for biannual reporting. Review financial performance with Administrator and Chair prior to evaluation with faculty. At year-end responsible for calculations of Bonus Compensation in accordance with the Faculty Compensation Plan.
Create and produce various computerized monthly, quarterly, and annual financial reports for Director and Administrator. Create and produce other special ad hoc reports as requested by Director, Administrator and other faculty members or staff. Work closely with JHH functional surgery units & Directors of Finance to forecast patient volumes and expenses and evaluate new business plan feasibility. Routinely report on Department financial performance at Department meetings.
Administer annual joint agreements with the Johns Hopkins Hospital, Outpatient Clinical Services, Johns Hopkins Bayview Medical Center and Fund for Johns Hopkins Medicine. Ensure proper transfers, credits, and monthly reconciliation.
Oversee financial components of all clinical and educational affiliation agreements. Ensure that invoices are submitted and monitor payments.
Develop strategies with the Department Chair and faculty for establishing and utilizing discretionary funds for the preservation of the Department's teaching, research, and patient care missions.
Develop department's annual operating budget for submission to the School of Medicine, JHH and JHBMC. Develop and oversee financial budgets and payments for international business agreements.
Help to manage inter-entity agreements with satellite practices and process end of year transactions and close out accounts.
Approve various electronic form submissions, such as journal vouchers, check deposits, and special payroll (advance/off cycle) check requests. Prepare electronic budgets and expenditure transfers.
Approve purchases, including supplies, equipment, animal services and develop and manage independent contracts.
Program Planning and Development
Formulate and document overall tactical planning for Departmental services which incorporates growth, viability, profitability, and foster the continued advancement of patient care and research. Assist Director and Administrator with planning and development of new programs and recruitment of new faculty. Develop detailed business plans for new and existing departmental clinical and research programs to include market demand assessment, capital needs, facilities, departmental strengths and weaknesses, operational requirements, and implementation plans.
Formulate tactical business plans in conjunction with administrative leaders in the SOM, JHH, JHBMC and other affiliated institutions.
Understand the financial, operational and compliance risks which affect current and future Departmental activities. Demonstrate the ability to identify and appropriately dimension those risks, and formulates recommendations that are appropriate, practical, and cost-effective.
Revenue Cycle Management
Oversees the Department's Production Unit Manager and supports the Administrator and Director on ensuring professional fee billing activities are operating efficiently and effectively, including development of structure, hiring staff, developing and monitoring key performance metrics.
Oversees the Department's Sr. Grants & Contracts Analyst and supports the Administrator, Director, Scientific Director, Associate Scientific Director and Clinical Research Manager on ensuring all grants and contracts are properly reviewed, negotiated, submitted, and managed to mitigate compliance risks. Manages the review and approval process of the Departments sponsored research and clinical grants and contracts.
Serves as billing compliance liaison to the CPA Compliance Committee. Ensures accurate compliance of faculty billing activity in accordance with CPA guidelines.
Ensure Department payroll is processed 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. Work closely with faculty members and administration in initial due diligence of new and restructured positions. Coordinate submission of appropriate paperwork for review and approval by the Administrator and Human Resources Department.
Coordinate and approve all support staff leave and overtime. Oversee and maintain compliance of the E210 time and attendance system.
Orient all new faculty to the department. Facilitate training for billing and compliance activities.
Develop new financial policies and procedures as needed to ensure smooth operation of the Department. Make recommendations to Administrator and Chair 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 SOM and JHH.
Provide financial information concerning Department and SOM policies to personnel. Provide information as requested by Department, SOM, Hospital, or other external entities as requested and appropriate. Attend monthly department meetings and disseminate information as necessary to faculty and staff.
Serves as departmental liaison with the University and the Hospital for SOM Business Office, Research Administration, Research Accounting, the Department of Human resources, JHU Controller's Office, Tax Office, and JHH Finance Office.
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 regarding professional fee billing and ensure prompt resolution of their concerns.
Develop professional fee billing policies and processes to address patient issues.
Growth and Profitability
With the Director and Administrator, allocate services and resources within the department to develop efficiencies, improve and maintain the services of the assigned areas, and ensure profitability.
Identify and disseminate proposals for external funding possibilities from governmental or other private sources in conjunction with the Administrator, clinical 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 Departmental faculty and staff. Integrate applications, troubleshoot software problems and provide basic instructional and technical support.
Create customized computer database applications as needed for specific job tasks and special projects. Train users in the use of these programs.
Supports implementation of new IS systems by attending training advising on development of templates, training staff, etc.
Internal: Department of Plastic and Reconstructive Surgery Administration, Departmental Billing Office, Clinical Practice Association, Office of Johns Hopkins Physicians, 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.
External: External affiliated hospitals and ambulatory surgical centers, 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).
Bachelor's degree in business, finance, accounting, or other related field required.
Five years accounting/financial management experience, preferably in an academic or medical setting, e.g., planning, directing, monitoring, organizing, and controlling the monetary resources of a department, center, or unit.
Supervisory experience required.
Knowledge of accounting and budgeting theory and practices.
Master's degree or equivalent years of experience required.
Knowledge and understanding of the Johns Hopkins University accounting system and related fiscal offices. Specific knowledge of the operation of the Department
Technical qualifications or specialized certifications:
Research and evaluate software packages and make suggestions regarding purchases of new programs and upgrades of existing programs to maximize productivity with Departmental faculty and staff.
Integrate applications, troubleshoot software problems and provide basic instructional and technical support.
Create computer database applications as needed for specific job tasks and special projects. Train users in the use of these programs if applicable.
Supports implementation of new IS systems by attending training advising on development of templates, training staff, etc.
Special knowledge, skills, and abilities:
Ability to supervise, lead, and train financial, billing and grants & contract staff.
Ability to make independent judgements 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.
Information systems knowledge: SAP (all components), Cognos 10, COEUS, Excel, Access, PowerPoint, SharePoint, EPIC, Adobe, EPSI, BI Reporting, VPN, proxies.
Starting Salary Range: $67,114-$92,219; commensurate with experience
Employee Group: Full-Time
Schedule: Monday-Friday, 8:30-5:00 pm
Employee Subgroup: Salaried Non-Exempt
Department Name: Plastic Surgery
Personnel area: School of Medicine
The successful candidate(s) for this position will be subject to a pre-employment background check.
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