Sr. Administrative Manager

We are seeking a Sr. Administrative Manager. This Sr. Administrative Manager manages the financial and administrative activities of the Divisions of Pulmonary & Critical Care Medicine and Allergy & Clinical Immunology for Johns Hopkins University Department of Medicine (DOM) at East Baltimore, Bayview and all satellite locations. The position reports directly to the Division Administrator and has a reporting relationship to the Clinical Directors and DOM Ambulatory Administrators to ensure efficient and coordinated functioning of the Division as a unit. This position encompasses the management of a large and complex divisional structure which includes finances, human resources, program/business development, sponsored research and other fiscal and administrative operations of the division.

Specific Duties & Responsibilities

Financial

• Works with Finance Manager to monitor expenses and financial profitability of clinical sites.
• In partnership with Finance Manager develops and manages all funds budget for division.
• Creates Provider P&Ls for review with senior leadership.
• Assists Grants & Contracts team with large, complex grant or programmatic budgets.
• Act as division level approver for financial transactions, procurement and payroll distributions.

Research Operations and Administration

• Assist Grant and Contract team and Finance team in post award management of all sponsored awards.
• Maintains space and equipment inventories.
• Outlines existing opportunities to improve space utilization and defines needs and justification for additional space to the DOM, SOM, and Bayview.
• Assist with annual laboratory safety review.
• 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 them with Performance Appraisal forms and salary increase options as they relate to the fiscal budget.
• Coordinate and approve 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.
• 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.

Clinical Program Planning and Management

• Works with Division Administrator to develop detailed business plans for new and existing clinical programs to include market demand assessment, capital needs, facilities, divisional strengths and weaknesses, operational requirements, and implementation plans.
• Formulates tactical operational plans in conjunction with administrative leaders in the DOM and SOM at East Baltimore, Bayview, and other affiliated institutions.
• Responsible for developing a project plan that outlines key tasks, stakeholders and timeline.
• Serves as Project Manager for the launch of all new Clinical Programs by working in tandem with the Clinical Director and/or physician lead.
• Responsible for regular reporting to Divisional stakeholders during preparation and launch of new clinical programs.
• Works with Finance Manager to build business plan and with Finance team to obtain quotes for Capital Equipment from manufacturers. Works with Manufacturers to send reps to train staff.
• Partners with Division Administrator and Finance Manager to present plans to Departmental, School and Health System leadership for approval.
• Responsible for communicating all critical EPIC updates to Faculty, Fellows and Staff on a weekly basis.
• Responsible to work with Central Scheduling and clinical managers to set up templates in EPIC for allocations.
• Clinical Administrator liaison for Johns Hopkins Hospital, Bayview Medical Center, DOM Leadership, The Department of Health, Safety and Environment, Ambulatory Services satellite sites and Financial Clearance.
• Works with Clinical Directors to establish, maintain and revise clinical policies to ensure the smooth operation of the division and ambulatory sites; effectively communicates all new/revised clinical policies to faculty, fellows and staff.
• Completes monthly reports for outpatients, show rates, schedule, and bump rates.
• Tracks quarterly physician effort and clinic review and the need for makeup sessions.
• Serves as a liaison to health care agencies and insurance companies in a manner consistent with the University's policies and goals.
• Regularly reviews and reports patient satisfaction to leadership.
• Addresses patient complaints and ensures prompt resolution of their concerns.

Climate Setting and Leadership

• Conducts self in an exemplary fashion to achieve goals and set example for others within the division.
• Establishes communication channels with staff and faculty to ensure that 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.

Contacts

• 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).

Special Knowledge, Skills & Abilities

• Must adhere to guidelines regarding honest reporting of sensitive and confidential research and participant information.
• Understands the importance/impact of data integrity in terms of participants, study results, costs, quality of service and scientific research in general.
• Regular contact with researchers and collaborators requires the use of good judgment, tact and sensitivity.
• Excellent organizational and time management skills required.
• Excellent interpersonal skills.
• Excellent oral and written communication skills required.
• Excellent attention to detail; Ability to manage multiple and competing priorities.

• Bachelor's Degree in Business, Finance, Accounting or other related field.
• Five years progressively responsible professional-level administrative or financial experience related to monetary or non-monetary resources of a department, center or unit.
• Additional education may substitute for required experience and additional related experience may substitute for required education beyond HS Diploma/Graduation Equivalent, to the extent permitted by the JHU equivalency formula.

• Master's Degree (or equivalent degree) in a related discipline.

Classified Title: Sr. Administrative Manager
Role/Level/Range: ATP/04/PE
Starting Salary Range: $73,300 - $128,300 Annually ($73,300 targeted; Commensurate w/exp.)
Employee group: Full Time
Schedule: Monday to Friday 8:30am to 5pm
FLSA Status:Exempt
Location: Hybrid/School of Medicine Campus
Department name: SOM DOM Pulmonary
Personnel area: School of Medicine