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Job Req ID:  9975

Administrative Manager

General summary/purpose

This is a high level position responsible for managing all administrative aspects in the DOM Chairman’s Office and assisting the Chairman of Medicine with the coordination of executive priorities and implementation of strategic objectives.  The ideal individual will have the ability to exercise good judgement in a variety of situations, with excellent written and verbal communication, administrative and organizational skills.  This person should have the ability to maintain a realistic balance among multiple priorities, work well under pressure and also have the flexibility as some projects will occur outside the scope of normal business hours.   This position will report directly to the DOM Chairman.

 

Specific duties & responsibilities

 

Staff Management & Administration:

  • Ensures the smooth functioning of the Chair of the Department of Medicine’s office, operation and staff coordination, including personnel issues associated with support staff of the Chair’s office and facilitating communication within the rest of the department and other parts of the Hospital (JHH, BMC, etc.) and University (JHU-SOM).
  • Oversees Chairman’s schedule planning and management, including the direct supervision and training of a Sr. Administrative Coordinator, an Administrative Coordinator and a Sr. Medical Office Coordinator. 
  • Oversees Chairman’s clinical practice and day to day operation.
  • Approves expenditures and manages financial transactions involving discretionary accounts, reimbursements and service contracts. Review and approve SAP documents such as P-Cards, shopping carts, non-payroll cost transfers, online check requests and off-cycle check requests.
  • Oversees all of the Chairman’s Office’s operating accounts, including budget planning and forecasting. 
  • Monitors use of resources in accordance with plans and budgets and reviews reports with the Financial Director.
  • Adds input for all Chairman’s meeting agendas and outcomes, and attends all regular and special meetings as needed.  Coordinates, writes, edits and distributes executive agendas as well as follow up minutes (JHH, JHU executive meetings, etc.).  Consults with Vice Chairs, Division Chiefs, faculty and support staff on agenda items.
  • Supervise the performance of administrative staff, conduct performance reviews, identify professional development opportunities and establish a matrix organizational structure.
  • Develop staff job descriptions for new hires and restructure current job descriptions for upgrading of staff positions as needed.  Process requisitions for new hires, and performs other HR-related tasks, e.g., hiring, terminations, performance management.
  • Oversee and maintain compliance of the web-based time and attendance system.
  • Orient all new employees to the department; ensures all forms are properly filled out and submitted, and provide contact information of all necessary offices such as Human Resources, Parking, P-Card office, etc.
  • Conduct annual reviews and provide ongoing feedback and constructive criticism. Prioritize and direct work efforts, providing guidance and direction. Conflict resolution. Responsible for strategic planning for future department staffing needs.
  • Conduct administrative staff meetings, promote cross training and provide a forum for information exchange.

 

Communications & Donor Management:

  • Develops a wide range of communications (updates at Board Meetings, senior management presentations, follow- up correspondence, communication with employees, speaking engagements, donor thank you letters and emails to internal and external groups).
  • Coordinates the production of the CIM’s bi-annual publication Breakthrough to include content creation, editing, design and distribution.
  • In partnership with the Fund for Johns Hopkins Medicine, prepare proposals, solicitation letters and other cultivation materials for prospects and donors. Draft communication to prospects and donors, on behalf of the Center for Innovative Medicine.
  • Prepares update newsletters and other board education materials for the Johns Hopkins Center for Innovative Medicine International Advisory Board meetings. 
  • Prepares stewardship materials and plans personal donor visits.
  • Serves as bridge between the Chairman and other departments to build trust, support, vision and commitment with senior management and plans periodic special events.
  • Establish and maintain positive professional liaisons both internal and external to the Department, Center, school and university.
  • Demonstrates poise, tact and diplomacy and maintains confidentiality.

 

Event and Project Management:

  • Provides coordination, oversight, guidance and management of high-level projects and programs, including divisional and faculty review processes.
  • Staff support for departmental committees as well as various committees. Ability to speak publicly and provide presentations as required. Oversees various projects through to completion, requiring broad understanding of issues throughout the department, JHBMC, SOM and JHM.  Serves as a project person and takes on non-routine projects that generally require coordinating between various offices.
  • Acts as point person for several signature campus events including the coordination of guest lists, marketing, space, AV, logistics for a series of signature campus events including annual DOM picnic, Annual Miller Lecture, Doctors’ Day, Book Clubs, holiday celebrations and the Center for Innovative Medicine Retreat.
  • In partnership with the General Internal Medicine Residency Program, oversees weekly Grand Rounds and other regular activities/events of the Bayview Housestaff.

 

Strategic Planning:

  • Participate in departmental strategic planning and assist with implementation of the new or revised strategies.
  • Leads ad hoc and standing committees and task forces as a representative of the Chairman around strategic and operational priorities.
  • Anticipates and gathers critical information for decision making and prepares recommendations for the Chairman.
  • Monitors progress on strategic objectives, institutional priorities and prepares action items to drive progress toward key priorities and prepares reports for the Chairman as needed.
  • Proactively identifies emerging issues that requires Chairman’s attention, and elevates issues when needed.

 

Minimum qualifications

  • Bachelor’s degree required.
  • Five years of progressively responsible administrative management experience, including direct supervisory experience of staff positions
  •  Demonstrated experience in administrative management.

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.

 

Preferred qualifications

Master’s degree preferred.

 

Special knowledge, skills, and abilities

  • Highly organized and detail oriented with ability to prioritize multiple responsibilities.
  • Able to identify short and long-term problems, strengths and weaknesses of current practices, alternatives, and implementing creative solutions to address complicated issues.
  • Advance proficiency in Microsoft Office Suite applications (Word, Excel, and PowerPoint).
  • Excellent communication and organizational skills.
  • Ability to work independently.
  • Knowledge of JHU policies and procedures.
  • Able to work in a team and embrace a hands-on approach to management.

 

Supervisory responsibility

Supervises 3 administrative staff members.

 

Classified Title: Administrative Manager

Working Title: Chief of Staff, Vice Dean/Chairman's Office, Johns Hopkins Bayview

Role/Level/Range: ATP/4/PD

Starting Salary Range: $57,744-$79,047

Employee group: Full-Time

Employee subgroup: Exempt

Schedule:  Working 37.5 hours per week; Monday-Friday 8:30-5:00pm

Location: Johns Hopkins Bayview 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

 

Johns Hopkins Bayview

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