Sr. Administrative Manager
- Employer
- Johns Hopkins University
- Location
- Maryland, United States
- Salary
- Salary Not Specified
- Date posted
- Jul 8, 2021
View more
- Position Type
- Administrative, Academic Affairs, Research Administration, Business & Administrative Affairs, Other Business & Administrative Affairs, Financial Affairs
- Employment Level
- Administrative
- Employment Type
- Full Time
The School of Medicine seeks aSenior Administrative Manager who will manage the financial and administrative activities of the Divisions of Pulmonary & Critical Care Medicine and Allergy & Clinical Immunology for Johns Hopkins University 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 job 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:
Finnancial
-
Works with Finance Manager
to monitor expenses and financial profitability of clinical
sites.
In partnership with
Finance Manager develop and manage 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.
-
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 him/her 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.
-
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 all locations.
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.
-
To conduct self in an
exemplary fashion to achieve goals and set example for others
within the division.
To establish communication
channels with staff and faculty 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.
-
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 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).
Minimum Qualifications (Mandatory):
- Bachelor’s degree in related discipline.
- Requires a minimum of 5 years related experience.
- Additional education may substitute for required experience and additional related experience may substitute for required educations, to the extent permitted by the JHU equivalency formula.
Preferred Qualifications:
- Master’s degree (or equivalent degree) in related discipline.
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.
- Proficiency in the use of standard software applications, databases, spreadsheets and word processing required.
-
Sitting in normal seated
position for extended periods of time.
Ability to use a keyboard
and move about.
Ability to see and hear
within normal parameters.
Classified Title: Sr.
Administrative Manager
Role/Level/Range: ATP/04/PE
Starting Salary Range: $69,140 - $95,005 annually (commensurate
with experience)
Employee group: Full Time
Schedule: M-F; 8:00am-4:30pm
Exempt Status: Exempt
Location: School of Medicine Campus
Department name:
SOM DOM Pulmonary
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
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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