Administrative Manager
- Employer
- Johns Hopkins University
- Location
- Maryland, United States
- Salary
- Salary Not Specified
- Date posted
- Aug 20, 2021
View more
- Position Type
- Administrative, Academic Affairs, Faculty Affairs, Research Administration, Business & Administrative Affairs, Other Business & Administrative Affairs, Human Resources Administration, Chief Business Officers & Vice Presidents
- Employment Level
- Administrative
- Employment Type
- Full Time
The Division of Pediatric Oncology is seeking anAdministrative Manager who will oversee the administrative operations of the division. This is a leadership position and will report to the Assistant Administrator in Oncology and to the Division Director in Pediatric Oncology. Pediatric Oncology is a large clinical division with over $25M in research grants. The division consists of 19 full time faculty members, 6 research faculty, 35+ trainees, 23 administrative/laboratory staff members, a pediatric oncology camp that serves 100+ pediatric patients per year and a Joint Fellowship Program in Pediatric Hematology/Oncology between JHU and NIH, one of the largest pediatric fellowship programs in the nation. The position oversees all administrative services including human resources, administrative operations and infrastructure, program planning and development and implementation of operating policies and procedures.
Specific Duties & Responsibilities: Strategic Planning:-
Partners with the Director
and Sr. Financial Manager to coordinate and oversee strategic,
operating, and tactical planning process to ensure that the
Division has clear goals and measures of success, in conjunction
with overall Department and University
priorities.
Works with Director to
evaluate existing programs and the need for new programs; Evaluates
and recommends facility and space needs as well as staffing
requirements.
Assists in the development
of new programs with internal and external collaborators to ensure
goals and standards are met; Monitors performance and implements
corrective actions as necessary in conjunction with the Director
and Associate Directors, and Institute governing
bodies.
-
Schedules administrative
staff and ensures appropriate coverage; Monitors
attendance.
Interviews, hires and
trains new administrative and laboratory staff; Supervises staff
performance.
Manages
performance.
Mentors and develops
staff.
Implements progressive
counseling and disciplinary actions as
necessary.
Conducts annual
performance appraisals; Measures productivity and evaluates
effectiveness through auditing processes.
Develops staff performance
standards and provides feedback to staff.
Oversees the management of
all fellow recruitment and payroll issues.
Partners with Professional
Fee Billing Office to assure Divisional return of clinical
revenue.
Implements efficient and
accurate charge capture procedures.
Reviews and trouble shoots
weekly charge capture report and resolves errors
-
Develops and implements
plans for the overall human resources and organizational
development goals of the division, ensuring that all personnel
management functions are successfully performed, including
recruitment and retention, employee relations, grievances, training
orientation, career development and the equitable administration of
compensation programs.
Creates and directs
requisition activity and advertising for Pediatric Oncology hires;
Ensures faculty recruitment activities are consistent with Standard
Operating Procedures.
Works with critical hires
to ensure successful transition to the Baltimore
area.
Assesses staffing needs
and recommends solutions; Provides expertise on Visa
issues.
Ensures compliance with
appropriate HR policies including JHU, JHH, Faculty and
Fellows.
Develops excellent working
relationships with Oncology Human Resources; Ensures that all
departmental human resource activities are carried out consistent
with Hospital and University personnel policies and develops new
administrative policies as needed.
Identifies goals and
objectives as they relate to staffing needs, job descriptions and
assures compliance with institutional policies.
Advises and directs
faculty on human resource issues including hiring, firing,
discipline, time sheet approval.
Responsible for
maintenance of divisional personnel records as they relate to work
history and professional development of each staff member and
postdoctoral and other students; Assures confidentiality and
compliance with policy.
Coordinates faculty
appointments, annual reviews, and promotional documents; Prepares
justifications and summaries for staff promotion
packages.
Refers employees to
appropriate resources such as FASAP, Risk Management, and advises
on training programs available through Talent Management,
Organization Development.
-
Conducts self in an
exemplary professional fashion to achieve goals and set example for
others within the department.
Establishes communication
channels with staff, faculty, and senior leadership to ensure
information on internal and external issues which effect the
operations of the area is received.
-
Partners with Finance
Administrator to ensure effectiveness of research administration
infrastructure, staffing, and operations within the Division;
Develops and oversees strategic alliances with peer personnel in
associated business entities.
Controls expenses and
increases productivity to improve budgetary
performance.
Partners with the
Financial Manager to ensure sound financial practices are in place
for account reconciliation and follow up.
Maintains an understanding
of sponsored funding administration including guideline
interpretation, budget development, and animal and human subjects
approval.
-
Monitors, evaluates and
implements business practices and procedures to support the
day-to-day operational needs of the Division; Analyzes and
implements staff structure, capabilities and development to meet
the current and future needs of the program; In conjunction with
the Program Director, ensures goals are met.
Assess staffing needs and
issues; Supervises administrative staff consisting of
administrative assistants and secretaries; Assists faculty with
human resources issues including hiring/firing, discipline, time
sheet approval and other matters; In conjunction with the Program
Director, participates in fund raising for the
Program.
In conjunction with the
Director(s), and other senior leadership, formulates overall
tactical planning for growth and viability; Develops new
administrative policies as needed to ensure smooth operation in the
Division.
Maintains accurate
inventory of space and equipment; With Director, assigns available
space and assists in future space planning as it relates to
organizational operations.
Represents the
organization to both internal and external constituent groups in
such a manner as to enhance the image of the Division and to
further its objectives.
Communicates with senior
leadership within the Division and Department and other
constituencies to keep them aware of important Johns Hopkins
Medicine and University information.
-
Bachelor’s Degree in
Business, Administration, Finance, or related field.
Master’s Degree, and may
substitute for some experience, to the extent permitted by the JHU
equivalency formula.
-
Minimum of five years
progressively responsible professional level administrative or
finance experience.
Comprehensive
understanding of the dynamics of an academic medical
institution.
Demonstrated knowledge of
human resources management, operations, and
administration.
-
Demonstrated capacity for
leadership as well as ability to supervise and train staff and
effectively interact with all levels.
Proven record of related
accomplishments and an ability to work collaboratively and by
consensus.
Keen interpersonal
skills.
Excellent oral and written
communication skills; Strong organizational skills and attention to
detail.
Ability to communicate
non-routine information using tact and persuasion, as
appropriate.
Ability to develop sound
policies and procedures for area of responsibility and to maintain
proper documentation for division.
Classified Title:
Administrative Manager
Role/Level/Range: ATP/04/PD
Starting Salary Range: $69,830 - $95,960 annually (commensurate
with experience)
Employee group: Full Time
Schedule: M-F 8am-4:30pm
Exempt Status: Exempt
Location: School of Medicine Campus
Department name:
SOM Onc Pediatric Oncology
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.
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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