Associate Administrator

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

• 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.

• 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 ($140,000 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