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Sr. Administrative Manager

Employer
Johns Hopkins University
Location
Maryland, United States
Salary
Salary Not Specified
Closing date
Aug 11, 2021

View more

Position Type
Administrative, Business & Administrative Affairs, Business & Administrative Support, Student Affairs, Health Services
Employment Level
Administrative
Employment Type
Full Time
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Job Details

TheDepartment of Medicine Division of Endocrinology seeks a Senior Administrative Manager who will work under the direction of the Division Administrator and Division Clinical Directors and lead the clinical and administrative activities for the Divisions of Endocrinology, Nephrology, and Hematology. The manager has ultimate oversight of all ambulatory outpatient clinics and develops, implements and manages policies, procedures and programs. The Sr. Administrative Manager will be responsible for ensuring safe and effective patient care across the divisions. The Sr. Administrative Manager will design, manage and evaluate the systems through which patient care is delivered, and maintain an efficient and cost-effective environment conducive to quality patient care.

The position has an indirect reporting relationship to the Associate Administrator for
Ambulatory Operations for the Department of Medicine and the DOM Ambulatory Vice Chair. The Sr. Administrative Manager serves as the administrative “second-in-command” within the Divisions of Endocrinology, Nephrology, and Hematology.

Specific Duties & Responsibilities:

Financial

  • Accountable for the financial, volume and operational performance of the ambulatory
  • clinics
  • Organizes monthly review of ambulatory budgets in conjunction with the Division Administrator, Clinic Managers and Finance Manager. Tracks clinical practice revenues, provides monthly ambulatory clinic practice reports to Divisional leadership. Implements systems to provide proper financial controls, analysis, and good business practices
  • In partnership with the division administrator creates annual clinical charge budget
  • Works with Division Administrator to develop detailed business plans for new and existing clinical programs to include market demand assessment, capital needs, facilities, operational requirements, and implementation plans
  • Partners with the Johns Hopkins Office of Population Health to support the outpatient care portion of the Baltimore Metropolitan Diabetes Regional Partnership grant.
  • Provides leadership for clinical financial lines of business. Monitors for profitability and resource intensity. Reviews monthly accounts and business plan activity

Clinical Program Planning and Management

  • Working with the Division Clinical Directors, the Sr. Administrative Manager is responsible for the delivery and development of clinical initiatives at all ambulatory locations. Formulates tactical operational plans and serves as project manager for the launch of all new clinical programs ensuring timely completion, quality and safety, and fiscal management.
  • Supervises the Medical Office Supervisor, and indirectly supervises 20+staff across three campuses
  • Works with the Clinical Directors and Clinical Managers to establish, maintain, and revise policies and procedures for clinical practices to ensure smooth operation of the Division and ambulatory sites; effectively communicates all new/revised clinical policies to faculty, fellows, and staff
  • Coordinates all hiring with divisional HR manager. Supervise/train/lead Divisional clinic management team and assist with hiring/discipline firing of staff as necessary for day-to-day program operations
  • Participates in clinical operations meetings for three divisions, ensuring regular monitoring of key quality & safety metrics, implementation of required interventions to improve patient care, and maintaining communication of policies and procedures and key decisions to Division stakeholders
  • Defines and maintains patient care and clinical practice standards for the Division by:
  • Maintaining current knowledge of Johns Hopkins Hospital Patient Care Protocols and Procedures that apply to ambulatory clinic practices.
  • Monitoring and communicating updates to Division OneNote and MSTeams portals
  • Develops and maintains a quality and performance improvement plan for clinical care by doing the following:
  • Continuously evaluates clinical support services provided including clinic staffing, nursing support and administrative support for all faculty.
  • Reviews and reports on Press Ganey patient satisfaction scores to identify opportunities for improvement
  • Identifies barriers to the delivery of care and makes recommendations to address interdepartmental or administrative issues
  • Participate in the review of PQRS, HEDIS, HCAPHS, LOS and other population health metrics that would impact care delivery models.
  • Partners with Patient Relations to respond to Requests for Service and/or Grievances
  • Monitors clinical schedules, show rates, bump rates, and referral work queues. Partners with stakeholders to ensure patients are scheduled within an appropriate timeframe and provider schedules are full.
  • In conjunction with the Clinical Directors, Clinical Managers, Access Services, and Medical Office Staff, works to ensure optimization of clinic templates, scheduling and utilization metrics and makes recommendations to increase patient access and overall volume.
  • Maintains current knowledge of Epic and ensures updates and changes are communicated across the division.
  • Serves as an Epic super-user, assisting providers and staff troubleshoot acute EMR issues
  • Develop appropriate billing strategies to maximize annual charges. Ensure accurate compliance of faculty billing activity in accordance DOM guidelines.
  • Organizes new employee divisional orientation for new faculty and staff, ensuring compliance with JCAHO regulations as well as JHU policies.
  • Telemedicine Administration

    • Divisions of Endocrinology, Nephrology, and Hematology
    • In collaboration with the Department of Medicine and the Office of Telemedicine, provides project management for the launch of new telehealth services for the Divisions
    • Provides training to faculty, fellows, and staff as new services and program enhancements become available
    • Works with the Rockland Clinic Manager to operationalize and sustain dedicated telemedicine clinics located in unregulated space

    Climate Setting and Leadership

    • 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.

    Minimum Qualifications (Mandatory):

    • Bachelor’s degree in related discipline, and 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.

    Physical Requirements:

    • Ability to stand, walk or sit for an extended period of time.
    • Finger Dexterity required to manipulate objects with fingers rather than with whole hand(s) or arm (s), for example, using a keyboard.
    • Ability to see within normal parameters.
    • Ability to hear within normal range.
    • Ability to lift 15 pounds.

    Supervisory Responsibility:

    • Supervises three (3) Business Project Coordinator, Clinic Manager at Green Spring Station, Medical office coordinator, palliative.

    JHU Equivalency Formula: 30 undergraduate degree credits (semester hours) or 18 graduate degree credits may substitute for one year of experience.  Additional related experience may substitute for the required education on the same basis. For jobs where equivalency is permitted, up to two years of non-related college course work may be applied towards the total minimum education/experience required for the respective job.

    Classified Title: Sr. Administrative Manager
    Role/Level/Range: ATP/04/PE
    Starting Salary Range: $69,830 - $95,960 annually (commensurate with experience)
    Employee group: Full Time
    Schedule: M-F; 8:30am-5:00pm
    Exempt Status: Exempt
    Location: School of Medicine Campus
    Department name: ​​​​​​​SOM DOM Endocrinology
    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.

    Johns Hopkins has mandated COVID-19 and influenza vaccines, as applicable. Exceptions to the COVID and flu vaccine requirements may be provided to individuals for religious beliefs or medical reasons or because the individual is pregnant or attempting to become pregnant. Requests for an exception must be submitted to the JHU vaccination registry. For additional information, please visit:https://covidinfo.jhu.edu/health-safety/covid-vaccination-information/

    The following additional provisions may apply depending on which campus you will work. Your recruiter will advise accordingly.

    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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