Associate Administrator
Company: Johns Hopkins University
Location: Baltimore
Posted on: April 18, 2024
Job Description:
The division of General Internal Medicine and Addiction Medicine
is seeking an Associate Administrator. The position reports
directly to the Division Director and Clinical Directors and the
Academic Administrator for the Department of Medicine to ensure
efficient and coordinated functioning of the Divisions as a unit.
This job encompasses the management of a large and complex
divisional structure encompassing finances, human resources,
program/business development, and other fiscal and administrative
operations of the division for 80+ faculty/physicians and 150+
staff.
Specific Duties & Responsibilities
Financial
- Manage all financial lines of business (clinical, research,
gift, endowment, etc.) whose total revenues are in excess of $30
million dollars. Monitor for profitability and complexity. Develop
and maintain various computerized management systems with
spreadsheets and databases to assist with this process. Review
monthly account and/or business plan activity, correct errors, and
inform Division Director, Clinical and Research Directors, other
faculty, and DOM Administration of any problems or
discrepancies.
- Provide, review, and analyze the clinical practice finances of
the division. Develop appropriate billing strategies to maximize
annual charges (in excess of $20 million).
- Ensure accurate compliance of faculty billing activity in
accordance with CPA guidelines.
- Develop faculty profit and loss statements with quarterly
reporting.
- Develop strategies with the Division Director and faculty for
establishing and utilizing discretionary funds for the preservation
of the Division's teaching, research, and patient care
missions.
- Work with the grants and contracts staff, including grants and
contract manager and analysts, to supervise budget development of
all grant and contract proposals. Develop and oversee staff
completing sponsored research applications (annual awards in excess
of $20 million) for accurate and timely submission. Organize and
coordinate the grant preparation process (between 50 - 100
proposals annually) with faculty and support staff.
- Monitor faculty and staff (200+) percent of effort expended on
research grants and contracts and maintain equivalent salary
distribution on accounts.
- Develop division's fiscal operating budget for submission to
the Department of Medicine, School of Medicine, and JHM affiliates,
as necessary.
- Design and produce various reports utilizing institutional data
to create monthly, quarterly, and annual financial reports for
division and department leadership. Design and produce other
special reports as requested.
- Prepare or ensure the correct preparation of various forms such
as travel reimbursements, journal vouchers, check deposits, special
payroll (advance) check requests, and telephone service
requests.
- In partnership with the directors of the Biomedical Informatics
and Data Science (BIDS) monitor Health Informatics masters and PhD
education program of 60+ students for financial solvency.
Program Planning & Development
- Lead faculty recruitment efforts including the creation of
business plans and offer letters for review by the School of
Medicine for each new recruit.
- Develop detailed business plans for new and existing clinical
and research programs to include market demand assessment, capital
needs, facilities, divisional strengths and weaknesses, operational
requirements, and implementation plans.
- Formulate tactical business plans in conjunction administrative
leaders in the DOM, SOM, JHH, and other affiliated
institutions.
- Present quarterly updates about the growth and programmatic
efforts of Palliative Medicine to JHH leadership
- In partnership with the Clinical Directors at the Johns Hopkins
Hospital and Sibley Memorial Hospital, provide administrative
leadership for Palliative Medicine, including budgeting, planning
program improvements, and advocating for needed resources.
Administrative
- Supervise/train/lead administrative staff in excess of 150
individuals. Assist other divisional supervisors with hiring/firing
of staff necessary for day-to-day program operations. Develop staff
job descriptions for new hires and restructure current job
descriptions for upgrading of staff positions as needed. Work
closely with Department and SOM Human Resources for appropriate
grading and salaries.
- 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 him/her with Performance Appraisal forms and salary
increase options as they relate to the fiscal budget.
- Coordinate and approve all support staff leave and overtime.
Oversee and maintain compliance of the web-based time and
attendance system (E210).
- Develop new administrative policies and procedures as needed to
ensure smooth operation of the Division. Make recommendations to
Division Chief in the form of decision options.
- Maintain space and equipment inventories for compliance with
SOM, JHH, and governmental guidelines.
- Outline existing opportunities to improve space utilization and
define needs and justification for additional space to the DOM,
SOM, and JHH.
- 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.
- Coordinate Division response to internal disasters (e.g.,
flooding, facilities issues, etc.) and external emergencies (e.g.,
severe weather, international incidents, etc.)
- Maintain Division compliance with all appropriate regulatory
and accrediting bodies (e.g., NIH, HSCRC, The Joint Commission) in
all areas of operations, including personnel management,
facilities, clinical workflows, etc.
Climate Setting & Leadership
- Conduct self in an exemplary fashion to achieve goals and set
example for others within the division.
- Serve as a representative of the division and department to the
Department, School, affiliates, patients and other external
parties.
- Establish communication channels with staff and physicians to
ensure that they receive information on internal and external
issues which effect the operations of the assigned areas, as well
as provide advice, assistance, and service that aids them in
attaining related objectives; and to be a source of information to
senior leadership and other external and internal personnel.
Patient Satisfaction/ Complaints
- Serve as a liaison to health care agencies and insurance
companies in a manner consistent with the University's policies and
goals. Address concerns that agencies and companies may have with
departmental leadership.
- Work with Clinical Directors and managers to address patient
complaints and ensure prompt resolution of their concerns.
- Ensure availability and, if necessary, develop patient and
family support services for the assigned areas.
- Growth and Profitability:
- With the Director, allocate services and resources within the
division to develop efficiencies, improve and maintain the services
of the assigned areas, and ensure profitability.
- Seek and prepare proposals for external funding possibilities
from governmental or other private sources in conjunction with
divisional faculty, department administration, the Office of
Research Administration and/or the Business Office, as
appropriate.
Information Systems
- Maintain active communication with the Medicine Network team to
keep an accurate record of all division IT assets, including
developing practices to ensure computers are in compliance with JHM
computer acquisition and data security policies.
- Research and evaluate software packages and make suggestions
regarding purchases of new programs and upgrades of existing
programs to maximize productivity with divisional faculty and
staff. Integrate applications, troubleshoot software problems and
provide basic instructional and technical support.
Special Knowledge, Skills, & Abilities
- Ability to supervise, lead, and train financial 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 an academic medicine
division preferred.
- Ability to make independent judgements and to act on decisions
on a daily basis. 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
Minimum Qualifications
- Bachelor's Degree in Business, Finance, Accounting or other
related field.
- Seven years progressively responsible professional-level
administrative and financial experience related to monetary or
non-monetary resources of a department, center, or unit, including
2 years financial management experience (e.g., planning, directing,
monitoring, organizing, and controlling monetary and non-monetary
resources). Supervisory experience strongly preferred.
- Master's degree in a related field may substitute for required
experience, to the extent permitted by the JHU equivalency
formula.
Preferred Qualifications
- MBA, MHA, MPH, or other related advanced degree preferred.
- Knowledge and understanding of the Johns Hopkins University
accounting system and related fiscal offices.
- Specific knowledge of the operation of the Division preferred.
Classified Title: Associate Administrator - Clinical
Job Posting Title (Working Title):Associate Administrator
Role/Level/Range: L/04/LF
Starting Salary Range: $97,200 - $170,200 Annually ($107,000
targeted; Commensurate with experience)
Employee group: Full Time
Schedule: M-F; 8:30-5:00
Exempt Status:Exempt
Location:School of Medicine Campus
Department name: SOM DOM General Internal Medicine
Personnel area: School of Medicine
Keywords: Johns Hopkins University, Bel Air North , Associate Administrator, Other , Baltimore, Maryland
Didn't find what you're looking for? Search again!
Loading more jobs...