Associate Administrator - Clinical (Cardiology)

We are seeking an Associate Administrator - Clinical who will provide leadership and management of the financial, operational, and administrative activities for the Division of Cardiology, a large clinical department within the Department of Medicine (DOM). The position reports directly to the Senior Administrator. The position manages finances, human resources, program/business development, credentialing, operational oversight, and other patient care, fiscal, and administrative operations that typically span the Johns Hopkins University School of Medicine (SOM) and the Johns Hopkins Health System (JHHS). The Associate Administrator partners with the Senior Administrator and the DOM Leadership team to maintain sustainable financial success, implementing continuous performance improvement, and helping develop new programs.

Specific Duties & Responsibilities

Financial

• Manage all financial lines of business (clinical, research, gift, endowment, etc.) whose total revenues are in excess of $89 million.
• Meet and exceed the operating target set by the department and school, and participate in annual performance improvement goals. Review monthly account and/or business plan activity, correct errors, and inform Division Director, faculty, and DOM Administrators of any problems or discrepancies.
• Provide, review, and analyze the clinical practice finances of the division. Develop appropriate billing strategies to maximize annual charges (greater than $131 million).
• Ensure accurate compliance of faculty billing activity in accordance with CPA guidelines.
• Develop faculty profit and loss statements or other metrics to regularly update the Division Director on faculty productivity reporting.
• Advise the Division Director on a broad range of issues, including changes and trends in external funding sources, institutional policies, and strategic objectives for research and education, and other compliance concerns.
• Develop strategies with the Division Director and faculty for establishing and utilizing discretionary funds that align with donor intent, budget guidelines, and applicable JHU policies.
• Supervise financial performance and impact of all grant and contract proposals and post-award management, including proposed faculty effort. Oversee and provide high-level mentorship to the division’s grants and contracts staff (annual awards in excess of $40 million).
• Monitor faculty and staff (100+) percent of effort expended on research grants and contracts and maintain equivalent salary distribution on accounts. Maintain computerized database for tracking salary distribution on all division accounts. Develop division's annual operating budget for submission to the Department of Medicine that aligns with annual budget target.

Program Planning & Development

• Work collaboratively with the CAO of the Heart and Vascular Institute to develop detailed business plans for new faculty recruitments and clinical services. Ensure coordination of resources necessary to bring new faculty to the division such as support staff, institutional support and laboratory space.
• Work collaboratively with the fellowship directors and other education leaders to support the trainees in the division ensuring financial viability and compliance with all applicable institutional policies and outside accrediting bodies.

Administrative

• Serve as lead for division meetings including scheduling with administrative staff, developing agendas, note taking and ensuring follow up. Regular division meetings include weekly leadership meetings, all faculty meetings and section meetings.
• Develop staff job descriptions for new hires and restructure current job descriptions 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.
• Ensure faculty credentialing, appointment and reappointments are managed in a timely way and in line with SOM polices and best practices.
• Coordinate and approve all support 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 operation of the Division. Make recommendations to Division Director in the form of decision options.
• Maintain space and equipment inventories, including serving as the primary administrative contact for the DOM facilities team and measuring key space metrics such as research funding dollars per square foot of laboratory space.
• Work with DOM facilities team to outline existing opportunities to improve space utilization and define needs and justification for additional space when necessary.
• 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.

Climate Setting & Leadership

• Conduct self in an exemplary fashion to achieve goals and set example for others within the division.
• 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.

Growth & Profitability

• With the Division Director, allocate services and resources within the division to develop efficiencies, improve and maintain the services of the assigned areas, and maximize financial performance.
• Seek and prepare proposals for external funding possibilities from governmental or other private sources in conjunction with the Administrator, divisional faculty, Research Administration, or the Business Office.

Contacts

• Internal: Department of Medicine Administration, Department of Medicine Billing Office, Office of Research Administration, School of Medicine Business Office, Office for Faculty Information, Research Accounting, Equipment and Space Accounting, General Accounting, Payroll, Accounts Payable, Purchasing, IT@JH. Various other departments and divisions in the School of Medicine and the JHM Heart and Vascular Institute.
• External: External affiliated hospitals, government and private agencies granting research funds (e.g., NIH, foundations, and drug companies, etc.), and various vendors and service providers (e.g., supply companies, professional medical organizations and societies, contractors)

Special Knowledge, Skills & Abilities

• 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 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.

• Bachelor’s Degree in Finance, Accounting, Business, Health Care Administration or a related field.

• Eight years of progressively responsible professional-level administrative and financial experience related to monetary or non-monetary resources of a medium to large clinical department, including financial management experience (e.g., planning, directing, monitoring, organizing, and controlling monetary and non-monetary resources.)

• Supervisory experience.

• Additional education may substitute for required experience and additional related experience may substitute for required education beyond a high school diploma/graduation equivalent, to the extent permitted by the JHU equivalency formula.

• Master’s degree in a related field.

Classified Title: Associate Administrator - Clinical   
Role/Level/Range: L/04/LF  
Starting Salary Range: $98,200 - $171,900 Annually ($170,000 targeted; Commensurate w/exp.) 
Employee group: Full Time 
Schedule: M-F 8:30-500 
FLSA Status: Exempt 
Location: School of Medicine Campus  
Department name: SOM DOM Cardiology   
Personnel area: School of Medicine