Sr. Administrative Manager

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 division.

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 year.

Specific Duties & Responsibilities:

Financial

• 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 or discrepancies.
• Analyze, review, and provide comprehensive reporting on the clinical practice finances of the division. Develop appropriate billing strategies to maximize annual charges.
• Ensure accurate compliance of faculty billing activity in accordance with CPA guidelines.
• Develop faculty profit and loss statements with quarterly analysis and reporting.
• 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 staff.​​​​​​​
• 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 faculty members.
• ​​​​​​​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 transfers.

Program Planning & Development

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 plans. ​​​​​​​Formulate tactical 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 programs.

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, residents, etc.).

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.

Supervise/train/lead 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 divisional operations.

Ensure that division payroll is completed in a timely and accurate manner.

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 review dates.

Inform immediate supervisor and provide them with Performance Appraisal forms and salary increase options as they relate to the fiscal budget.

Coordinate and approve direct report staff leave and overtime. Oversee and maintain compliance of the web-based time and attendance system (E210).

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., etc.)

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 governmental guidelines.

Outline existing opportunities to improve space utilization and define needs and justification for additional space to the DOM, SOM, and BMC.

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 Department of Medicine monthly division meetings and disseminate information as necessary to faculty and staff.

Minimum Qualifications (Mandatory):

• Bachelor’s Degree required.
• 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 experience.

* 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.

Preferred Qualifications:

• Master's Degree preferred, or equivalent years of experience required.

Special Knowledge, Skills & Abilities:

• ​​​​​​​Ability to supervise, leads, and train financial and administrative staff.​​​​​​​
• 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 daily.
• 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 concurrent deadlines.​​​​​​​
• Very strong organizational skills, analytical and problem-solving abilities, and attention to detail.​​​​​​​
• Ability to maintain confidentiality.​​​​​​​
• 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.

Supervisory Responsibility:

• 5-10 individuals.

Budget Authority:

• ~$12M.

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 8:30am-5:00pm
Exempt Status: Exempt
Location: Johns Hopkins Bayview
Department name: SOM DOM Bay Rheumatology
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 Talent Acquisition Office at jhurecruitment@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. 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.

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