The Assistant Administrator is responsible for the financial budgeting, reporting and management of the Department of Urology, The Brady Urological Institute and Greenberg Bladder Cancer Institute.
Responsible for the development and implementation of accounting controls for financial management; implementation of operations and policies, including the development of written guidelines, and for training managers and supervisors the implementation of policies. Manage and coordinate the budgeting, reporting and management of departmental funds, including clinical practice, joint administrative agreement, research grants, confidential affiliation agreements, endowments, general funds and discretionary accounts.
Specific Duties and Responsibilities:
Manage all departmental funds (general, clinical, research, gift, and endowment). Develop and maintain various computerized management systems with spreadsheets and databases to assist with this process. Review monthly statements of account activity, correct errors, and inform faculty members of variance, problems or discrepancies. Close out all terminated accounts, reconcile ledgers, and ensure account balances are zero.
Provide, review, and analyze the departmental clinical finances. Review departmental clinical collections to determine appropriate reimbursement. Develop appropriate billing strategies to maximize billing and collections.
Responsible for developing reporting systems for feedback to responsible parties including Clinical Profit and Loss by Physician Budget variance and projections, etc Oversee manager 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 department's annual operating budget for submission to the School of Medicine. Develop and oversee financial budgets and payments for international business agreements.
Design and produce various computerized monthly, quarterly, and annual financial reports for Director, Vice Chairman, and Departmental Administrator. Design and produce other special ad hoc reports as requested by Directors and other faculty members. Work closely with JHH functional surgery units & Directors of Finance to forecast patient volumes and expenses and evaluate new business plan feasibility.
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.
Administer annual joint agreements with the Johns Hopkins Hospital, Outpatient Clinical Services, and Fund for Johns Hopkins Medicine. Ensure proper transfers, credits, and monthly reconciliation. Oversee approval and manage purchases, including supplies, equipment, animal services and independent contracts.
Help to manage inter-entity agreements with satellite practices: Sibley, Green Spring Station, Odenton, Whitemarsh, and Kennedy Krieger. Process end of year transactions and close out accounts.
Responsible for budgeting, reporting and management of the JHH programs related to the JHOC 4 Urology Clinic. Serves as departmental liaison with the University and the Hospital for School of Medicine Business Office, Research Administration, Research Accounting, the Department of Human resources, JHU Controller's Office, Tax Office, and JHH Finance Office.
Manages the review and approval process of the Departments sponsored research and clinical grants and contracts.
Oversees the Departments Sr. Production Unit Manager and supports the Administrator on ensuring professional fee billing activities are operating efficiently and effectively.
II. Program Planning and Development
Formulate and document overall tactical planning for Departmental services which incorporates growth, viability, profitability, and fosters the continued advancement of patient care and research. Assist Chairman 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 detailed cost analyses for both University and Hospital finance as they relate to business plans.
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.
Leverage programmatic Best Practices within the Departmental business model to support strategic management. Benchmarks external Best Practices, complete feasibility analyses, and recommend new processes for implementation.
Supervise all financial staff. Initiate and review annual performance evaluations on the staff. Helps to oversee HR Manager and all HR procedures. 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, HR Manager and Human Resources Department.
Develop new administrative policies and procedures as needed to ensure smooth operations of the Department. Make recommendations to Department Chairman and Administrator in the form of decision options. Work with departmental members to resolve various personnel and financial problems involving Tax, Payroll, Registrar, and International offices. Arrange for departmental payment of health insurance for clinical and research fellows.
Oversee inventories and service contracts on administrative and clinical equipment (computers, printers, copiers, faxes, beepers, etc.). Outline existing opportunities to improve space utilization and define needs for additional space to the Department and the Dean's office. Provide pertinent information concerning Department and School policies to internal personnel. Provide program information as requested by Administrator, Chairman, School of Medicine, or external entities as appropriate. Attend Department of Urology manager and staff meetings and disseminate information as necessary to other faculty and staff.
Select and coordinate utilization of outside vendors and independent contractors. Formalize contracts and agreements according to University guidelines. May design and implement proprietary computer programs to enhance functionality, utility, and productivity of current Departmental and University systems. Develop web-based application platforms to streamline processes and provide greater on-demand accessibility. Oversee effort reporting compliance and track percent of effort conflicts.
Manage implementation process of new enterprise systems. Ensure and maintain proper security access and training on systems. Responsible in conjunction with the Departments LAN Administrator for information systems including evaluating end-user needs, coordinate network wiring, project development, coordination of network support and serving as liaison IT management groups. Triage daily end-user problems encompassing printers, hardware, and software, and software application errors (MC Office, Windows NT, JHU systems-SAP, ERS, E210 systems - HIP, EPIC, EPR, Novel Group-wise, and Internet Browsing
Coordinate Emergency Preparedness for department. Create, implement and maintain an effective Business Continuity Plan.
IV. Climate Setting and Leadership
To conduct self in an exemplary fashion to achieve goals and set example for others within the Department.
To establish communication channels with staff and physicians to ensure they receive information on internal and external issues which affect 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 regarding Urological services.
V. Growth and Profitability
With the Department Chairman and Administrator, allocate services and resources within the department to develop efficiencies, improve and maintain the services of the assigned areas, and to 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 Dean's office.
Internal: Department of Urology Administration, Department of Urology Billing Office, Research Administration Business Office, Registrar's Office, Research Accounting, Equipment and Space Accounting, General Accounting, Payroll, Accounts Payable, Purchasing, Information Systems, Homewood Microcomputing Center, International Office, Office of Treasurer, Fund for Johns Hopkins Medicine, Clinical Practice Association. Various other departments and divisions in the School of Medicine, Johns Hopkins Bayview Medical Center, and the Johns Hopkins Hospital, and other Johns Hopkins entities.
External: External affiliated hospitals and satellites, governmental and private agencies granting research funds (e.g., NIH, AFUD, NKF, pharmaceutical companies, and international consortiums), and various vendors and service providers (e.g., supply companies, professional medical organizations and societies, and contractors).
Information Systems Knowledge:
SAP (all components), Cognos 10, COEUS, Excel, Access, PowerPoint, SharePoint, EPIC, Adobe, ViewDirect, Crystal Reports, BI Reporting, VPN, proxies.
Bachelor's degree in business, finance, accounting, or other related field required. Advanced degree preferred.
Seven years progressively responsible professional level administrative and financial experience related to monetary or non-monetary resources required.
Master's degree in related field may substitute for some of the required experience, to the extent permitted by the JHU Equivalency Formula.
Two years of financial management experience preferred.
Supervisory experience strongly preferred.
Knowledge of accounting and budgeting theory and practices preferred.
Knowledge and understanding of the Johns Hopkins University accounting system and related fiscal offices preferred.
Specific knowledge of the operation of the Division(s) preferred
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