Assistant Administrator

The Pathology Department is seeking an Assistant Administrator that will have Leadership, Administrative, and Operational responsibility within the Department of Pathology. In conjunction with the Department Chair, Administrator and Associate Administrator, creates a uniform, efficient and effective operation. Responsible for the strategic, operational and tactical planning, management and improvement of research, clinical, and administrative programs within this large and complex department (18+ divisions and overall department budgets of $140 Million). Develops and disseminates departmental goals, policies and procedures. Mentors and works collaboratively with senior management, faculty, and staff within Johns Hopkins University, School of Medicine and Johns Hopkins Hospital both regionally and globally. Assigned related initiatives that support the departments clinical and research operations across entities.

Specific Duties and Responsibilities

Faculty Support

• In partnership with Department Chair and Associate Administrator, develop detailed plans for department wide faculty bonus plan and promotions considering department strengths & weaknesses, growth and research goals.
• Monitors faculty performance prepares productivity reports and provides review feedback and support with corrective actions to Department Chair.
• Review and process approvals for any annual bonus or other faculty supplemental payments.
• Ensures necessary verifications, background checks (CBI), certifications and credentials documents are completed and/or submitted and on file with appropriate areas.
• Works with appropriate parties to ensure licensing and insurance requirements are met.
• Provide support for Division Chair or assigned faculty's activities with national societies, research projects, and scholarly publications and presentations, serving as a liaison between department and vendors, other departments, and outside organizations when needed.
• Oversees faculty searches.

Finance

• Develop and oversee administrative staff completing sponsored research applications.
• Monitors the use of resources in accordance with plans, budgets, and contracts/grants. Develop and maintain tracking system for pending and active grants and percent effort expended on assigned research grants & contracts.
• Assist Associate Administrator with university space including planning, renovations, allocation and utilization review, maintenance/repairs or renovation, and safety compliance.
• Supports faculty in additional tasks as needed.
• Initiates short- and long-term planning/department goals. Assist in research and program efforts, ensuring consistency and department expectations are met on multiple elements of clinical research for the Department Chair and/or department Faculty/Principal Investigators. Direct supervision of Grants & Contracts Manager(s). Monitors the use of resources in accordance with plans, budgets, and contracts/grants.
• Ensure proper oversight of all department grant and contract proposals, pre-award activity.
• Interface with Director, Principal Investigators, and Funders on assigned programs. Specific management assignment on several international programs (e.g., IMPAACT, REDS III).
• Oversight of assigned financial and administrative staff in the department review and approval process for research grants, clinical grants and contracts and affiliation contracts prior to submissions. Ensures tasks are completed in accordance with institutional policies and procedures.
• Helps in the preparation and development of the department annual operating budgets for submission to the school.
• Assist with monitoring of Division Chair discretionary funds for the preservation of the Division’s teaching, research, and patient care missions. Provides various computerized monthly, quarterly, and annual financial reports & spreadsheets and oversees departmental components of institutional systems.

Supervisory

• Supervises, hires/fires, orients, trains, evaluates, and develops faculty and staff in assigned areas. Plans, monitors and implements business practices to support the day-to-day operational needs of the division and analyzes staffing patterns & capabilities to effectively and efficiently support the department. Oversight of the Pathology Grants Office (Managers, Grants & Contracts Analyst) and ensure a smoothly functioning office; interprets operating policies; exercises independent judgment in the resolution of administrative and research problems. Assists in prioritizing of workload for tasks including but not limited to; travel arrangements, expense reconciliation, purchasing supplies, coordinates special projects or programs, such as: seminars, courses, donation centers, training programs, etc.
• Works with Department Human Resources on issues related to hiring/firing, visas, payroll, and discipline.

Special Knowledge, Skills, and Abilities

• Comprehensive understanding of the dynamics of the academic and clinical activities of an academic medical institution.
• Demonstrated knowledge of grant/contract management, clinical practice issues and other funds accounting.
• Ability to develop budget proposals, develop policies and procedures, and manages staff.
• Demonstrated capacity for leadership, commitment to work collaboratively with senior management team.
• Keen interpersonal skills.
• Excellent oral/written communication skills.
  
• Demonstrates skills in the use of systems as assigned (example: COEUS).
• Demonstrates advanced skills in writing, editing/proofreading, and review.
• Operates personal computer to access email, electronic calendars, and other advanced office software.
• Must demonstrate advanced skills in MS Office (Word, Excel, PowerPoint, and Access).
• SAP transactions including order of supplies (Shopping Cart). Uses various software applications, such as spreadsheets, relational databases, statistical packages, and graphics packages to assemble, manipulate and/or format data and/or reports.
• Utilizes Internet to search for information, contacts for research, and clinical consultation, international contacts for teaching and travel.
• Knowledge of Endnote reference manager system and PubMed web-based searches highly desired.
• Demonstrated skills in customer service and working with a diverse and dynamic workforce and patient population.

Specific Physical Requirements

• While performing the duties of this job, the employee may remain in a stationary position (sitting at desk/computer) up to 75% of the time. Occasionally required to traverse throughout the office or laboratory or to retrieve equipment, supplies, or other materials from other locations on campus. The employee is required to operate computer keyboard frequently throughout the day and for prolonged periods.
• Prolonged vision requirements including viewing computer screen, paper reports/documents, charts and results.
• While this position will be primarily at a desk in an office setting, work is within or near laboratory environment - Exposure to toxins and infectious agents exist, but potential for personal injury or harm is minimized if established safety and health precautions are followed. Working in laboratory where there may be discomforts due to odors, noise, temperature fluctuations, and working around lab equipment. Research areas may include animal, human, human products, DNA, and radiation protocols.
• May transport equipment and supplies usually less than 40 pounds from one area to another (in the laboratory or on campus). May be required to lift and/or move up to 50 pounds with proper training, or precautions/lifting aides (example: supply boxes or Formalin cubes). In some areas workspace is confined.
• Staff may be required to complete annual competency review, and must ensure compliance with Hospital Policy, Laboratory Policy & Procedure, Health, Safety & Environment regulations, and all applicable privacy & confidentiality laws/practices.
• Many department laboratories operate 24/7 with schedules on day, evening, or night shift. Rotating schedules which may include weekend work and holiday assignment. (Overtime possible when authorized/needed to meet business and patient needs).
• Required Attendance position, as needed – in the event of unexpected university closings including inclement weather or declared emergency, the employee in this position may be required to report to work and/or remain at work and may be required to work additional hours.

• Bachelor’s Degree in related discipline.
  

• 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).
  

• Master's degree in a related field may substitute for required experience, to the extent permitted by the JHU equivalency formula.

• Master’s Degree.
• Five years sponsored projects and/or finance experience.
• Administrative, research or finance experience, preferably in an academic or medical setting. Supervisory experience strongly preferred.
• Experience with SAP, COEUS, JHU Clinical Research Management System (CRMS) or related systems.

Classified Title: Assistant Administrator - Clinical 
Job Posting Title (Working Title): Assistant Administrator   
Role/Level/Range: ATP/04/PF  
Starting Salary Range: $85,500 - $149,800 Annually ($115,000 targeted; Commensurate with experience) 
Employee group: Full Time 
Schedule: Monday-Friday, 8:30am-5:00pm 
Exempt Status: Exempt 
Location: Hybrid/School of Medicine Campus 
Department name: ​​​​​​​SOM Pat General Administration  
Personnel area: School of Medicine