Assistant Administrator - Finance & Operations

Location
Maryland, United States
Salary
Salary Not Specified
Posted
Nov 06, 2020
Employment Type
Full Time

General Summary:

This position plans and conducts complex studies to improve the operational and financial effectiveness of the Department of Medicine’s (DOM) operations in the Johns Hopkins University (JHU) School of Medicine (SOM). Responsible for accuracy, timeliness of faculty hiring and compensation, account payables, e210 management, other compliance and financial deadlines. The ideal candidate will support all aspects of the DOM’s mission by providing administrative leadership in the development of efficient and effective administrative processes. This person collaborates with the DOM Divisions to improve the financial effectiveness of their Division to achieve financial targets on budgets exceeding $500 million. S/he utilizes knowledge of the institution’s financial accounting systems and supervises financial staff within the central DOM Finance structure and other Division-based staff. Position reports to the Academic Administrator of the DOM.

Specific Duties and Responsibilities:

I. Financial Reporting, Analysis and Management

  • Review and submit all Faculty Recruitment documents for accuracy & profitability to the School of Medicine
  • Review all offer letters & financial plans prior to submission for SOM review
  • Track all faculty salary changes & recruitments submitted to the SOM
  • Review all faculty compensation ISRs, including promotions, FTE changes, on-call pay, quarterly & annual bonuses before submission to the SOM
  • Review and approve all moonlighting ISRs and monitor moonlighting spending in accordance with budgets and affiliate agreements
  • Oversee Department’s year-end bonus calculations and accruals
  • Work and coordinate with Departmental leadership in submitting the annual faculty bonus submission to the SOM
  • Act as Departmental liaison to OHIA for all non-sponsored audit queries
  • Review and participate in all Departmental audits
  • Serve as the primary for DOM and work with Divisions to develop reasonable timelines and respond to non-sponsored audit issues
  • Implement process to follow established procedures
  • Oversee and distribute payments, including supplements, from Johns Hopkins International for overseas clinical activities within the Division
  • Oversee and manage the Department’s overpayment issues
  • Oversee timely and accurate accounting of Department’s financial transactions.Plans, reviews and conducts studies to determine cost of business activities

II. Budget Oversight and Development

  • Responsible, with the involvement of the Chair, the Administrator and the Director and Associate Director of Finance, for producing and reconciling the annual budgets and budget re-projections of the Department according to the guidelines provided
  • Primarily responsible for creating the annual budget for DOM faculty and clinical associate salaries and supplements
  • Directly responsible for developing the budget and associated budget variances and expense tracking for the DOM Chairman’s Office, DOM Development, Housestaff and Occupational & Environmental Medicine cost centers
  • Maintain continuous involvement with leadership of the Department to ensure that all factors are considered for the annual budgets
  • Recommend budget adjustments, and other cost improvement measures

III. Program Planning and Development

  • Assist the Director and Associate Director of Finance with planning and development of new programs, particularly as it relates to the University’s financial impact and recruitment of new faculty, including completion of business plans with cost analysis, resources and capital needs for JHU
  • Review costs and complete profit/loss statements related to projects and/or programs
  • May interpret financial transactions and events for users who must make economic or business decisions
  • Create budget and track performance for development (philanthropic) interests


IV. Administrative and Operational Leadership

  • Assume administrative & financial leadership and oversight to the following Divisions: Housestaff, Chairman’s Office, Facilities, Development and Occupational Medicine
  • Handle monthly reconciliation and billing for Occupational Medicine (JHHC Solutions & Pepsi)
  • Review and authorize Independent Contractor forms on behalf the Department and communicate approval and/or issues to the appropriate School of Medicine contact
  • Serve as a Department resource for issues related to operating outside the US, including connecting with the JHU Tax Office on implications for employees and contractors
  • Provide oversight to the DOM hiring review process to ensure financial support is viable and requests to the school aresuitable to appropriate staffing levels
  • Handle faculty ISR training for new division administrators and HR coordinators (when applicable) to ensure proper compensation and supplement pay
  • Serve as primary departmental contact for the SOM Business Office and CPA for issues related to faculty hiring and compensation, responsible for providing guidance and direction to divisions for contract management in hiring, retaining and compensating faculty
  • Responsible for performance evaluations of staff according to institutional guidelines
  • Assist Division administrators and finance managers in JHU financial training and orientation to the financial systems used in the Department
  • Apply a working knowledge of applicable laws and regulations; verify documents for completeness and compliance with government and private agencies


V. Internal & External Relationship Management

  • Build and enhance positive relationships with institutional leadership
  • Build strong collaboration and teamwork with the Department of Medicine central administrative offices and Divisions located on the East Baltimore and Bayview Medical Center campuses
  • Based on established credibility and trust, ability to represent Department leadership to faculty in regular meetings and daily interactions
  • Proactively identify faculty concerns and issues, and seeks appropriate resolution
  • Establish communication channels with staff to ensure that they receive information on internal and external issues effecting the financial operations of their assigned areas, as well as provide advice, assistance, information and service that aids them in attaining related objectives

VI. Information Systems

  • Develop annual DOM IT budget and serve as liaison to IT@JH CTS for budgeting and financial reporting purposes
  • Ensure appropriate Management of DOM IT billing and inventory management as well as monthly billing for computer support by CTS

VII. Contacts

  • Internal: Department of Medicine Administration Offices, Divisional Administrators
  • External:Clinical Practice Association, School of Medicine Business Office, JHU SOM Dean’s Office, JH Shared Services units; JHHC Solutions, Inter-entity Shared Services; various other departments and divisions in the School of Medicine and in JHHS hospitals

Education & Experience:

  • Bachelor’s degree in accounting, finance, business, healthcare management or related field required
  • Master’s degree strongly preferred
  • Minimum seven years progressively responsible professional level administrative management/leadership and financial experience related to monetary or non-monetary resources required
  • Master’s degree in a related field may substitute for some of the required experience
  • Keen understanding of and experience with integrated academic health care systems and in clinical practice management is preferred
  • Knowledge of grants administration and fund accounting preferred

Skills and Abilities:

  • Conduct self in an exemplary fashion to achieve goals and set example for others within the Department
  • High emotional intelligence and keeps his/her ego in check
  • Present a positive image of Johns Hopkins through professional appearance and behavior
  • Exude Johns Hopkins core values of Integrity, Excellence, Collaboration, Innovation, Respect and Diversity
  • Fluency to master complex issues swiftly and the ability to explain the dimensions and the solutions articulately to decision makers and staff
  • High energy level, creativity, enthusiasm and passion for working in a dynamic and complex environment
  • Good sense of humor and does not take him/ herself too seriously
  • Ability to supervise, lead, and train financial, clinical and administrative staff
  • Knowledge of accounting and budgeting theory and practices
  • Preferred knowledge and understanding of the Johns Hopkins University accounting system and related fiscal offices
  • 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, with gravitas, executive presence, confidence and sophistication
  • Ability to effectively interact with all levels of University and Hospital employees as well as outside contacts
  • Must have excellent listening capabilities

Customer Service & Teamwork:

  • Courteous, respectful, caring and pleasant in person and on the telephone with coworkers, faculty, patients, visitors and supervisors. Utilizes proper telephone etiquette.
  • Serve as a representative of the Department of Medicine outside of the confines of Departmental office space
  • Function as a team player and works to maintain harmonious working relationships with coworkers, peers and supervisors
  • Anticipates customer needs and initiates action to meet those needs

Scope of Responsibility:

  • Responsible for monitoring and overseeing the financial performance of the Department, inclusive of its SOM activities and The Johns Hopkins Hospital and Bayview Medical Center operations, and any other JHHS entity
  • Know the formal and informal departmental goals, standards, policies and procedures which may include some familiarity of other departments within the SOM and JHHS enterprises
  • Is sensitive to the interrelationship of both people and functions within the Department
  • Know the role of the position and its potential impact on the Department

Decision Making and Authority:

  • On a regular and continuous basis, exercises administrative judgment and assumes responsibility for decisions, consequences, and result having an impact on people, costs, and/or quality of service within the functional area
  • Direct and supervise the activities of a core finance team, and direct other departmental financial staff in response to a departmental priority
  • As a member of the Departmental leadership team, represents the Department at various meetings and/or functions

Physical Requirements:

  • Sitting in a normal seated position for extended periods of time
  • Communication skills using the spoken word
  • Occasionally lifting, carrying objects weighing 10lbs or less
  • Occasionally pushing, pulling objects weighing 30lbs or less
  • Ability to move about
  • Local travel required
  • State, regional, national and/or international travel may periodically be required

This description is a general statement of required major duties and responsibilities performed on a regular and continuous basis. It does not exclude other duties as assigned.

Classified Title:Assistant Administrator - Clinical
Working Title: Assistant Administrator - Finance & Operations
Role/Level/Range: ATP/04/PF
Starting Salary Range:up to $110,880 per year (Commensurate with Experience)
Employee group: Full Time
Schedule: M-F, 8:30 am - 5:00 pm
Exempt Status: Exempt
Location: 04-MD:School of Medicine Campus
Department name: 10002799-SOM DOM General Admin Chairmans Offf
Personnel area: School of Medicine

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 atjhurecruitment@jhu.edu. 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.

Equal Opportunity Employer
Note: Job Postings are updated daily and remain online until filled.

EEO is the Law
Learn more:
https://www.eeoc.gov/sites/default/files/migrated_files/employers/poster_screen_reader_optimized.pdf

School of Medicine - East Baltimore Campus


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 jhurecruitment@jhu.edu. 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.

Equal Opportunity Employer
Note: Job Postings are updated daily and remain online until filled.

EEO is the Law
Learn more:
https://www1.eeoc.gov/employers/upload/eeoc_self_print_poster.pdf
Important legal information
http://hrnt.jhu.edu/legal.cfm

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