We are seeking a
Senior Administrative Manager who will work under
the guidance of the Assistant Administrator and the Division
Directors and will independently manage the non-sponsored financial
and clinical activities for the divisions of Bayview General
Internal Medicine and Rheumatology within the Department of
Medicine at Bayview. This job encompasses the management of complex
divisional structures and department projects encompassing
finances, human resources, program/business development, and other
fiscal and administrative operations of the
This is a complex
position that requires a thorough understanding of HR policies
across several entities (JHCP, DOM, JHBMC, JHH), healthcare
regulations, electronic health records, scheduling protocols, and
academic healthcare operations. This position works across
regulated and unregulated clinical spaces across several entities
(JHCP, DOM, JHBMC, JHH), and has a cooperative relationship with
clinical, administrative, and nursing manager at outlying clinics
and hospital office buildings. This position oversees operations
that support upwards of 45,000 outpatient encounters per
Specific Duties &
- Manage all of the
non-sponsored (clinical, gift, endowment, etc.) lines of business
for both divisions which includes but is not limited to: monitoring
non-sponsored financial portfolio for profitability and complexity;
developing and maintaining various computerized management systems
with spreadsheets and databases to assist with this process;
reviewing/reconciling monthly account and/or business plan
activity; identifying and correcting errors to include informing
Division Directors, faculty, and DOM Administrator of any problems
- Analyze, review, and
provide comprehensive reporting on the clinical practice finances
of the division. Develop appropriate billing strategies to maximize
- Ensure accurate compliance
of faculty billing activity in accordance with CPA
- Develop faculty profit and
loss statements with quarterly analysis and
- Develop strategies with
the Division Director and faculty for establishing and utilizing
discretionary funds for the preservation of the Division’s
teaching, and patient care missions.
- Supervise all aspects of
non-sponsored financial budget development including but not
limited to developing and overseeing staff completion of tasks,
organization of grant preparation process with faculty and support
- In partnership with
divisional sponsored staff, analyze and maintain financially and
operationally appropriate salary distributions on accounts.
Maintain timely updates for computerized database for tracking
salary distribution on all division accounts.
- In partnership with the
division’s leadership and financial staff, develop division's
fiscal operating budgets for submission to the Department of
Medicine, School of Medicine, and BMC. Assist with departmental
budget analysis and evaluation.
- Design and produce various
reports utilizing institutional data to create monthly, quarterly,
and annual financial reports for Division Directors, Departmental
Chairman & Administrator. Design and produce other special
reports as requested by Chairman, Chief, Directors, and other
- Prepare or ensure the
correct preparation of various forms such as journal vouchers,
check deposits, off-cycle payment requests, and telephone service
requests. Prepare electronic budgets and expenditure
Program Planning &
Develop detailed business
plans, KPIs, and other performance metrics for new and existing
clinical programs to include market demand assessment, capital
needs, facilities, divisional and departmental strengths and
weaknesses, operational requirements, and implementation
business plans in conjunction administrative leaders in the DOM,
SOM, BMC, and other affiliated institutions.
Perform clinical and
operational analyses including but not limited to the development
and maintenance of operational dashboards related to clinical
Serves as the primary
administrative leader for specialized clinical programs (such as
Palliative Care, MDPCP, MESH, rheumatology subspecialties) as well
as primary administrative leader for non-sponsored staff (analysts,
Partners with the
Assistant Administrator, Directors, and Departmental leadership on
the coordination and completion of various clinical and
administrative strategic initiatives.
Work closely with
Department and SOM Human Resources for recruitment of replacement
and new faculty, staff and post-doc positions to include
development of staff job descriptions, development and submission
of financially supportive data, etc.
administrative staff more than 5 individuals, to include direct and
indirect financial and clinical operations staff.
Assist other divisional
supervisors with employment actions necessary for day-to-day
Ensure that division
payroll is completed in a timely and accurate
Stay apprised of weekly
and semi-monthly payroll deadlines and ensure that forms for new
hires, termination, and salary and/or budget changes for current
employees are processed.
Keep apprised of annual
supervisor and provide them with Performance Appraisal forms and
salary increase options as they relate to the fiscal
Coordinate and approve
direct report staff leave and overtime. Oversee and maintain
compliance of the web-based time and attendance system
Orient all new employees
to the Division, ensure all forms are properly filled out and
submitted, and that new employees contact all necessary offices
(e.g., Human Resources, Registrar, Parking, I.D.,
Develop new administrative
policies and procedures as needed to ensure smooth operations of
the Division and Department. Make recommendations to Assistant
Administrator, Division Director, Clinical Director, etc. in the
form of decision options.
Maintain clinical space
and equipment inventories for compliance with SOM, BMC, and
opportunities to improve space utilization and define needs and
justification for additional space to the DOM, SOM, and
concerning Division, Department, and School policies to divisional
information as requested by Department, School, Hospital, or other
external entities as requested and appropriate.
Attend Department of
Medicine monthly division meetings and disseminate information as
necessary to faculty and staff.
- Minimum of five years’
experience in a financial and administrative position, preferably
in an academic or medical setting.
- Master’s Degree in a
related field may substitute for some of the required
* 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.
- Master's Degree preferred,
or equivalent years of experience required.
Special Knowledge, Skills
- Ability to supervise,
leads, and train financial and administrative
- Knowledge of accounting
and budgeting theory and practices.
- Preferred knowledge and
understanding of the Johns Hopkins University accounting system and
related fiscal offices.
- Specific knowledge of the
operation of the Division preferred.
- Ability to make
independent judgments and to act on decisions
- Ability to work for long
periods of time without direction.
- Ability to prioritize own
work and work of staff as needed.
- Ability to work with
flexibility on several tasks simultaneously and to meet various
- Very strong organizational
skills, analytical and problem-solving abilities, and attention to
- Ability to maintain
- Strong interpersonal and
communication skills, both oral and written.
- Ability to effectively
interact with all levels of University and Hospital employees as
well as outside contacts.
Classified Title: Sr.
Starting Salary Range: $69,830 - $95,960 annually (commensurate
Employee group: Full Time
Schedule: M-F 8:30am-5:00pm
Exempt Status: Exempt
Location: Johns Hopkins Bayview
Department name: SOM DOM
Personnel area: School of
candidate(s) for this position will be subject to a pre-employment
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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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Note: Job Postings are updated daily and remain online until
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