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Job Req ID:  89069

Assistant Administrator - Faculty Affairs

The Department of Neurosurgery is seeking an Assistant Administrator - Clinical who will report directly to the Chief Administrative Officer. This role partners with the Directors, Vice Chairs, Division and Program directors. The ideal candidate will utilize excellent judgment, diplomacy and problem-solving skills in responding to and implementing effective processes. 

 

Specific Duties & Responsibilities:

Administration

  • Participate in planning and policy development for administrative, financial and operational programs, instruction and research activities with the Chair, Vice Chairs, CAO and other key leaders in Neurology and Neurosurgery.
  • Manage the annual faculty salary program including evaluations and attending meetings with director, faculty and administrative leadership. 
  • Represent the Departments in committees.

 

Faculty Recruitment

  • Work with Directors and Chief Administrative Officer and key faculty leadership on faculty staffing and recruitment strategies.
  • Manage faculty recruitment process, including position justification forms, credentialing, visa coordination as needed, appointments, compensation; payroll monitoring, leaves of absence, moving expenses, special stipends, joint appointments with other schools; retirements and emeritus/emerita appointments.
  • Meet with and talk with faculty recruits, providing information regarding Johns Hopkins Medicine, our faculty practices, compensation plans and office set-up and staffing.
  • Draft all faculty offer letters and work with the School of Medicine Business Office for offer letter review and approval.
  • Work with Human Resources and the School of Medicine Business Office for all faculty office staffing needs – postings, interviewing and hiring, onboarding, etc.
  • Identify requested research space for faculty recruits.
  • Work with Division Directors to assign faculty recruit offices, order furniture, computers, and other items required for successful launch.
  • Set-up and communicate training in MyLearning and contact lists to new recruits prior to their start date; ensure all training is completed by communicated deadlines.
  • Manage onboarding of newly hired faculty office staff, by assigning SAP roles, EPIC access and training, training them to use RightFax, etc.
  • Work with all clinical associate recruits; create and complete clinical associate agreements and update as necessary throughout their tenure.
  • Help orient new faculty to the facilities they will be working in, providing necessary introductions, and ensuring they have a successful onboarding process.
  • Liaison between the Departments and School of Medicine Business Office and General Counsel, as needed.  
  • Advise faculty leadership and faculty on University and School of Medicine policies and procedures in processing appointments and other requests.
  • Correspond with new faculty on appointment processes and policies.
  • Represent the department on administrative matters related to faculty affairs.
  • Additional responsibilities/duties as assigned.

 

Faculty Practice Operations

  • Advise Managers and Supervisors through workforce talent management and faculty recruitment planning.
  • Manager and/or co-manage with Medical Office Supervisors the Medical Office Coordinators for Neurology and Neurosurgery.
  • Provide information to Medical Office Coordinators in a timely fashion, including telemedicine updates, billing updates, safety updates, Epic updates, etc.
  • Jointly conduct monthly Medical Office Coordinator meetings with the Associate Administrator of Operations for Neurology and Neurosurgery.
  • Ensure each office is set-up correctly for optimal operational efficiency:  computers, RightFax, printers, phones, etc. 
  • Provide coordination for posting and hiring new Medical Office Coordinators.
  • Assign EPIC and SAP roles as appropriate; ensure training and education is up-to-date, including MyLearning.
  • Provide day-to-day direction and guidance to Medical Office Coordinators.
  • Work with the Advance Practice Director on issues impacting Advanced Practice Professionals and Medical Office Coordinators, including practice responsibilities and coverage.
  • Manage all PCard requests.

 

External Practice Relationship Management & Contracting

  • Collaborate with the Assistant Administrator for off-campus ambulatory practices in physician and provider recruitment, office set-up, onboarding, etc.
  • Manage all external contracts and Clinical Service Agreements with partners and affiliates, including Kennedy Krieger Institute, University of Maryland Medical System, All Children’s Hospital, Frederick Memorial Hospital and Mount Washington Pediatric Hospital.
    • Work with JH Legal and CPA to create, amend and execute all contracts.
    • Work with Neurology and Neurosurgery Finance to calculate and submit all related supplements related to external agreements.
    • Maintain relationships with external customers via regular meetings, ad hoc calls, and responsive communications.

 

Faculty Offboarding

  • Work with the departing clinical faculty and their division directors on managing the communication and transition of their patients to other providers.
    • Write all patient departure letters and work with marketing to ensure delivery to appropriate patients.
  • Work with faculty office staff on their transition plans – to other faculty or other positions.
  • Ensure appropriate phone messages are set-up or forwarded for coverage after departure.
  • Rotate faculty office and research space back into the Department circulation.
  • Coordinate research lab ramp down or transition to other primary investigators.
  • Ensure all School of Medicine property is returned – computer, furniture, other equipment.

 

Minimum Qualifications (Mandatory):

  • Bachelor's Degree in Business, Finance, Accounting, or other related field. Advanced degree preferred.
  • 7 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.
  • Experience working with faculty in an academic setting strongly preferred.

 

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. 

 

Special Knowledge, Skills & Abilities:

  • Strong customer service skills with ability to work with others as part of a team.
  • Demonstrated ability to handle faculty/employee-sensitive and business information with utmost confidentiality.
  • Strong organizational skills, management skills, and the ability to successfully complete multiple tasks within established and changing deadline.
  • Strong attention to detail skills.
  • Proficient use of spreadsheet and database applications, Power Point and other systems.
  • Excellent communication both written and oral.
  • Progressively responsible administrative experience in health care setting, preferably academic. 
  • Ability to make sound decisions independently and be able to represent the departments to other university units.
  • Excellent interpersonal skills. 
  • Position may have potential to be remote or hybrid with onsite presence for some management and meeting purposes.

 

Classified Title: Assistant Administrator - Clinical
Role/Level/Range: ATP/04/PF 
Starting Salary Range: $81,470 - $111,990 annually (commensurate with experience)
Employee group: Full Time 
Schedule: M-F 8:30 am - 5:00 pm 
Exempt Status: Exempt 
Location: Hybrid/School of Medicine Campus 
Department name: SOM Neuro Sur Resea and Fin Adminn 
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.

 

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

 

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

School of Medicine - East Baltimore Campus