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Administrative Manager

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.

Managerial Responsibilities:

    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

Human Resources & Administration:

    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.

Climate Setting & Leadership:

    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.

Financial/Research Administration Responsibilities:

    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.

General Administration:

    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.

Minimum Qualifications (Mandatory):

    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.

Special Knowledge, Skills, or Abilities:

    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

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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