Sr. Administrative Manager

The Psychiatry and Behavioral Sciences Department is seeking aSenior Administrative Manager who will manage the financial and administrative activities of the Division. The position reports directly to the Director, Division of Child and Adolescent Psychiatry and will interface regularly with the Departmental Administrator, Associate Administrator, and Director of Finance. Responsibilities include coordinating, standardizing, and improving administrative, budgetary, clinical, educational, and research operations, processes, policies, and procedures across the Division’s multiple geographic sites and organizational interfaces in keeping with the Division’s strategic plan. This job encompasses the management of a large and complex Divisional structure including finances, human resources, payroll, program development and overall administrative operations of the Division. The ideal candidate will combine administrative expertise, an understanding of clinical service delivery and academic medicine, a high degree of self-motivation, the ability to function independently, highly effective interpersonal skills, and the capability to organize and prioritize workload and manage multiple projects effectively.

Specific Duties & Responsibilities

Financial

• In partnership with the Director, translates the vision for Child and Adolescent Psychiatry into a sustainable and integrated financial plan.
• Analyzes budget patterns, projects spending against proposed budgets, and proposes budgetary plans for upcoming fiscal year for sponsored and non-sponsored revenue accounts.
• Manages all Division funds (clinical, research, joint agreement, gift, contracts, and endowment). Develops and maintains various computerized management systems with spreadsheets and databases to assist with this process. Review monthly statements of account activity, make corrections, and inform faculty members of any problems or discrepancies. Close out all terminated accounts, reconcile ledgers, and ensure account balances are zero.
• Provide, review, and analyze the Divisional clinical finances. Review Departmental clinical collections to determine appropriate reimbursement. Develop appropriate billing strategies to maximize billing and collections. Ensure accurate compliance of faculty billing activity in accordance with CPA guidelines. Develop faculty profit and loss statements once methodology has been defined.
• Develop strategies with the Division Director for establishing and utilizing discretionary funds for the preservation of the Division’s teaching, research, and patient care missions.
• Collaborate with relevant administrators, including those in the Department of Psychiatry, Johns Hopkins Children’s Center, Johns Hopkins Bayview Medical Center, and the Kennedy Krieger Institute to standardize and simplify processes and financial reporting needs of the Division.
• Monitor faculty and staff percent of effort expended on research grants and contracts. Maintain equivalent salary distribution on accounts. Maintain computerized tracking for salary distribution on all Division accounts. Review ERS reporting for accuracy.
• Develop the Division’s annual operating budget for submission to the Department of Psychiatry and Behavioral Sciences.
• Design and produce various computerized monthly, quarterly, and annual financial reports for Division Director, Departmental Administrator, and/or Clinical Director. Design and produce other special reports as requested by Directors and/or other faculty members.
• Prepare or ensure correct preparation of all electronic and paper forms such as journal vouchers, check deposits, telephone service requests, electronic budgets and expenditure transfers.

Administrative

• Organizes, schedules, and participates in annual reviews of the Division’s strategic plan and progress with the Director and relevant faculty.
• In partnership with the Director, translates the vision for Child and Adolescent Psychiatry by developing and operationalizing a fiscally sustainable strategic and administrative plan.
• Develops and presents business plan canvases to leadership to guide strategic and administrative planning.
• Promotes shared culture and processes and establishes effective working relationships across institutional programs and diverse geographic sites.
• Responsible for establishing, maintaining, and coordinating the operational infrastructure necessary to clinical, educational, and research functions of Division faculty and staff, including assignments, schedules, and optimal use of space.
• Manages the challenges of advancing clinical and academic programs across fiscally separate organizations, and establishes infrastructure to sustain relationships and facilitate communication.
• Works with the Director to promote the Division of Child and Adolescent Psychiatry regionally, nationally, and internationally.
• Develop staff job descriptions for new hires and restructure current job descriptions for upgrading of staff position as needed. Work closely with Department and SOM Human Resources for appropriate grading and salaries.
• Ensure that Division payroll is completed in a timely and accurate manner, ensuring that forms for new hires, termination, and salary and/or budget changes for current employees are processed. Keep apprised of annual review dates. Inform immediate supervisor and provide performance appraisal forms and salary increase options as they relate to the fiscal budget. Act as liaison with Human Resources Manager and/or Human Resources for any disciplinary action.
• Coordinate with supervisor all support staff leave. Approval any support staff overtime. Oversee and maintain compliance of the E210 attendance system.
• Orient all new divisional hires, ensuring all forms are properly filled out and submitted, and that new hires contact all necessary offices (e.g., Human Resources, Registrar, Parking, ID, security access, etc.) and complete all mandatory training.
• Develop new administrative policies and procedures as needed to ensure smooth operation of the Division. Make recommendations to Division Director in the form of decision options.
• Maintain space and equipment inventories for compliance with SOM, JHH, and governmental guidelines.
• Outline existing opportunities to improve space utilization and define needs and justification for additional space to Department of Psychiatry, SOM and JHH.
• 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 Departmental divisional meetings and disseminate information as necessary to faculty and staff.

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 physicians to ensure that they receive information on internal and external issues influencing the operations of the assigned areas, as well as provide advice, assistance, and service to aid them in attaining related objectives; and to be a source of information to senior leadership and other external and internal personnel.

Patient Satisfaction

• Serve as a liaison to health care agencies and insurance companies in a manner consistent with the University’s policies and goals. Address patient complaints and ensure prompt resolution of their concerns.
• Ensure availability and, if necessary, develop patient and family support services for the assigned areas.

Growth and Profitability

• With the Chief, allocate services and resources within the Division to develop efficiencies, improve and maintain the services of the assigned areas, and ensure profitability.
• Seek and prepare proposals for external funding possibilities from governmental or other private sources in conjunction with the Administrator, Divisional faculty, Research Administration, or the Business Office.

Information Systems and Computer Hardware

• Research and evaluate software packages and hardware on manufacturer websites. Make suggestions regarding purchase of new or upgrading existing hardware and software. Liaison with JHMCIS network administrator to ensure network compatibility.
• Design and implement customized computer database applications as needed by division members for specific job tasks and special projects. Train users for these databases.

Minimum Qualifications(Mandatory):

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

Preferred Qualifications:

• Master’s Degree preferred.

Special Knowledge, Skills & Abilities:

• Highly effective communication and interpersonal skills to establish diverse, multidisciplinary working relationships that foster excellence and management objectives.

Physical Requirements:

• Ability to stand, walk or sit for an extended period of time
• Reaching by extending hand(s) or arm(s) in any direction
• Finger dexterity required to manipulate objects with fingers rather than with whole hand(s) or arm(s), for example, using a keyboard
• Communication skills using the spoken word
• Ability to see within normal parameters
• Ability to hear within normal range
• Possible exposure to communicable diseases

Supervisory Responsibility:

• Administrative Coordinator
• Clinical Operations Manager
• Fellowship Training Coordinator
• Credentialing Coordinator

Contacts

• Internal: Department of Psychiatry Administration, Department of Psychiatry Pro Fee Billing Office, Department of Psychiatry Grants Management Office, Department of Pediatrics Administration, Department of Pediatrics JHH Payroll Office, Research Administration, Business Office, Registrar’s Office, Research Accounting, Payroll, Accounts Payable, Purchasing, JHMCIS. Various other departments and divisions in the School of Medicine and Bloomberg School of Public Health, and with the Kennedy Krieger Institute.
• External: External affiliated hospitals, government and private agencies granting research funds (e.g., NIMH, foundations, drug companies, etc.), and various vendors and service providers (e.g., supply companies, professional medical organizations and societies, contractors).

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 8:30-5
Exempt Status: Exempt
Location: School of Medicine Campus
Department name: ​​​​​​​SOM Psy Child and Adolescent Psychiatry
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, applicants for SOM positions should visit https://www.hopkinsmedicine.org/coronavirus/covid-19-vaccine/and all other JHU applicants should 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.

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