Classified Title: Assistant Administrator Working Title: Assistant Administrator Role/Level/Range: ATP/04/PF Starting Salary Range: $79,864-$109,781 Employee group: Full-Time Schedule: Working 37.5 hours per week; Monday-Friday Exempt Status: Exempt Location: 04-MD:School of Medicine Campus Department name: 10002809-SOM DOM General Internal Medicine Personnel area: Johns Hopkins University
General Summary/ Purpose:
Division of General Internal Medicine. The position reports directly to the Division Director and Clinical Directors and the Academic Administrator for the Department of Medicine to ensure efficient and coordinated functioning of the Division as a unit. This job encompasses the management of a large and complex divisional structure encompassing 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.) whose total revenues are in excess of $30 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 Director, Clinical and Research Directors, other faculty, and DOM Administration of any problems or discrepancies.
Provide, review, and analyze the clinical practice finances of the division. Develop appropriate billing strategies to maximize annual charges (in excess of $10 million).
Ensure accurate compliance of faculty billing activity in accordance with CPA guidelines.
Develop faculty profit and loss statements with monthly 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.
Work with the grants and contracts staff, including grants and contract manager and analysts, to supervise budget development of all grant and contract proposals. Develop and oversee staff completing sponsored research applications (annual awards in excess of $20 million) for accurate and timely submission. Organize and coordinate the grant preparation process (between 50 - 100 proposals annually) with faculty and support staff. Develop and maintain tracking system for pending and active grant proposals.
Monitor faculty and staff (100+) 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 JHM affiliates, as necessary.
Design and produce various reports utilizing institutional data to create monthly, quarterly, and annual financial reports for division and department leadership. Design and produce other special reports as requested.
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:
Lead faculty recruitment efforts including the creation of business plans for review by the School of Medicine for each new recruit.
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.
Formulate tactical business plans in conjunction administrative leaders in the DOM, SOM, JHH, 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.
Directly supervise and train and, when required, hire and orient the division's administrative team including grants and contract manager, ambulatory services managers, financial analyst and other possible direct reports TBD.
Supervise, train, and lead administrative staff in excess of 100 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.)
Climate Setting and Leadership:
Conduct self in an exemplary fashion to achieve goals and set example for others within the division.
Serve as a representative of the division and department to the Department, School, affiliates, patients and other external parties.
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 leadership.
Work with Clinical Directors and managers to 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 Director, 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 divisional faculty, department administration, the Office of Research Administration and/or the Business Office, as appropriate.
Maintain active communication with the Medicine Network team to keep an accurate record of all division IT assets, including developing practices to ensure computers are in compliance with JHM computer acquisition and data security policies.
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.
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 Bloomberg School of Public Health.
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).
Bachelor's degree required, in business, finance, accounting, or other related field. Advanced degree preferred.
Minimum of seven years of progressively responsible 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 an academic medicine division preferred.
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
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 firstname.lastname@example.org. 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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