Sr. Administrative Manager

The Undergraduate Medical Education (UME) program, along with the Office of Medical Student Curriculum (OMSC), delivers the highest quality four-year Doctor of Medicine curriculum for over 500 learners in the Johns Hopkins University School of Medicine. In support of the UME mission, this position will serve as the Sr. Administrative Manager for all finance and human resource (HR) items related to UME as well as coordinate monitoring of Liaison Committee for Medical Education (LCME) compliance and continuous quality improvement (CQI) requirements for UME.

The CQI elements of the position will require this individual to assist with developing and implementing a CQI process to monitor and maintain compliance with LCME standards. This position will work closely with the Associate and Assistant Deans for UME and provide critical support and high-level administrative oversight for the CQI processes. Specifically, this position’s CQI work will include developing a centralized schedule for data collection and review, conducting data collection, annual documentation of findings of CQI data review relative to LCME standards, communication with multiple entities across the SOM, management of a comprehensive dashboard for compliance, assistance with actions to maintain or enhance compliance with LCME standards (e.g., writing or updating UME policies, supporting efforts to remedy any areas of non-compliance). This position will work with the UME deans to develop a process for continual curriculum review, document the process and ensure that the process is followed in accordance with the LCME standards.

The position will also work closely with the OVDE Administrator to provide support for UME operations, including assisting with human resource recruitment and retention, performing monthly reconciliations of accounting transactions, developing the budget, monitoring budget to actual expenses, assisting with procurement, analyzing processes and procedures, and revising/developing processes and procedures.

This position reports to the Associate Dean for Undergraduate Medical Education (UME) and to the Administrator, Office of the Vice Dean for Education, and is an integral part of the OMSC. The position works closely with all members of the OMSC, the Office of Vice Dean for Education, the Colleges Advisory Program, the MD Admissions Office, and Financial Aid Office as well as with other educational leaders (deans, directors, vice provosts, faculty, etc.) across the Johns Hopkins University, as well as medical students and staff.

Specific Duties & Responsibilities

Continuous Quality Improvement (CQI)

• With Associate Dean for UME, develop annual CQI plan for each of the elements within the LCME accreditation standards.
• Develop and implement a CQI project management plan (detailed task list and timeline), including but not limited to, program outcomes data collection and generating reports, management, and review for all UME related activities within SOM.
• Documentation of findings of data review, relative to compliance with LCME standards.
• Identify areas needing improvement.
• Project management support for initiatives (task forces, working groups, curriculum reviews, UME policy updates) addressing CQI projects for the medical education program.
• Creation and maintenance of a CQI dashboard, and presentation of key findings to UME committees.
• Develop and implement plans to remedy areas of noncompliance or areas at risk of noncompliance.
• Collect and organize data from across the School of Medicine for review by the associate dean and School of Medicine leadership, used to prepare LCME and AAMC required reports annually.
• Work alongside Directors and Assistant and Associate Deans in UME to meet the educational mission objectives. Coach program administrators and other staff to meet UME mission objectives.

Finance, HR, Administrative

• Prepares and coordinates yearly operating and capital budget for UME. Responsible for reporting and management of departmental funds for courses and tracks within the curriculum.

• Develop model for faculty and staff effort for centrally funding teaching roles/positions.
• Reconcile teaching faculty and staff salary budget with actual expenses with OVDE Administrator and Associate and Assistance Deans for UME.
• Works with department/division administrators and DOFs to update as needed.
  

• Develop and disseminate clear expense guidelines to all course directors and coordinators within the curriculum/courses. In conjunction with OVDE Administrator ensure adequate funding support for all course related expenses.
• Ensure accurate list of all faculty and course coordinator support. In conjunction with Associate and Asst Dean, ensure vacancy planning and notification process for effort changes.
• Provide day-to-day accounting support (reconcile PCards, approve SAP transactions)
• SAPE schedule and reports of course/clerkship reviews.
• Manage AMEB badge and key access.
• Works closely with Administrator and UME Associate Dean with plans for new programs, staffing, and office space in AMEB.
• Oversees HR activities in UME offices (including hiring, training, performance evaluation, etc.) and works with supervisors, the OVDE Administrator and School of Medicine Human Resources for recruitment, compensation issues, counseling, performance management, etc. Supervises OMSC staff, currently three direct reports. Supervisory responsibility includes interviewing, hiring, training, motivating, evaluating, and initiating disciplinary action as needed.
• Creates hiring requisitions for OMSC.
• Establishes and monitors customer service/office conduct standards for UME, which are sensitive to student, faculty, staff, and other customer needs.
• Ensures appropriate internal and external information sharing, including the sharing of advice, assistance, and service to attain UME-related operations. The administrator is a source of information for all UME staff to increase their understanding and responsibility regarding these issues.
• Assist with applying for and administrating educational grants to meet the UME mission objectives.
• Serves on institutional committees as directed by the Associate Dean for UME and Administrator, OVDE.

Supervisory responsibility

• 3 staff: 2 exempt and 1 non-exempt

Budget authority

• 5.5 million annual budgets. Development for review by Administrator and included in overall OVDE budget. Monitoring and approval of expenses.

Minimum Qualifications

• Bachelor’s Degree in Business, Health Care or Education Administration, or related field.
• Minimum of five years’ experience required.
  
• Project management or educational administration experience or equivalent management/department administration required.

Preferred Qualifications

• Master’s degree and at least five (5) years related experience strongly preferred.
• Knowledge of hospital and/or university department budget administration preferred.
• Knowledge of medical education accreditation standards preferred.
• Experience with organizational development and change management preferred.
• Advanced Excel skills preferred.

Special Knowledge, Skills & Abilities

• An ideal candidate will be a self-motivated, organized, and detail-oriented team player who is capable of participating in high collaborative CQI and administrative development processes and activities and willing to contribute wherever needed to ensure team success.
• The ideal candidate for this position would demonstrate excellent interpersonal skills, written and oral communication skills, and ability to work independently.
  
• Proficiency with Microsoft Office Suite.
  
• Ability to exercise independent judgment and solve problems in creative and productive ways required.
  
• Demonstrated ability to work with multiple constituencies in a fast-paced dynamic work environment.
  
• Demonstrated ability to lead and coordinate teams of high-level professionals (faculty, senior administrators, and technical specialists) to conceptualize, develop, and execute projects.
  
• Demonstrated knowledge of current and emerging compliance and budget issues preferred.
  
• Experience with medical education administration preferred, particularly LCME standards and UME continuous quality improvement processes.
  
• Administrative experience in a higher education environment preferred.
  
• Experience with SAP, Learning management platforms, Curriculum management platforms preferred.
  
• Highly developed organizational skills: demonstrated ability to set and modify priorities, keep large group of stakeholders focused on meeting goals within established timeframe, manage competing demands, and be attentive to both details and big picture.
  

Physical Requirements

• Sitting in a normal seated position for extended periods 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.
  
• Verbal communication skills.
  
• Occasionally lifting, carrying objects weighing 10 lbs. or less.
  
• Occasionally pushing, pulling objects weighing 30 lbs. or less.
  
• Agility and ability to move.
  

Classified Title: Sr. Administrative Manager
Role/Level/Range: ATP/04/PE
Starting Salary Range: $71,230-$97,880-$124,510. Annually/ Commensurate with Experience
Employee group: Full Time
Schedule: Monday-Friday 37.5 hours per week
Exempt Status: Exempt
Location: School of Medicine Campus
Department name: SOM Admin Medical School Curriculum
Personnel area: School of Medicine

Please refer to the job description above to see which forms of equivalency are permitted for this position. If permitted, equivalencies will follow these guidelines:

*JHU Equivalency Formula: 18 graduate degree credits may substitute for one year of experience. Additional related experience may substitute for 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.

**Applicants who do not meet the posted requirements but are completing their final academic semester/quarter will be considered eligible for employment and may be asked to provide additional information confirming their academic completion date.

The successful candidate(s) for this position will be subject to a pre-employment background check. Johns Hopkins is committed to hiring individuals with a justice-involved background, consistent with applicable policies and current practice. A prior criminal history does not automatically preclude candidates from employment at Johns Hopkins University. In accordance with applicable law, the university will review, on an individual basis, the date of a candidate’s conviction, the nature of the conviction and how the conviction relates to an essential job-related qualification or function.

The Johns Hopkins University values diversity, equity and inclusion and advances these through our key strategic framework, the JHU Roadmap on Diversity and Inclusion.

Equal Opportunity Employer

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.

EEO is the Law
Learn more:
https://www.eeoc.gov/sites/default/files/migrated_files/employers/poster_screen_reader_optimized.pdf

Accommodation Information

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 Talent Acquisition Office at jhurecruitment@jhu.edu. For TTY users, call via Maryland Relay or dial 711. For more information about workplace accommodations or accessibility at Johns Hopkins University, please visit accessibility.jhu.edu.

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. 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 campus. 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.

Note: Job Postings are updated daily and remain online until filled.

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