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Job Req ID:  60316

Sr. Administrative Manager

The Department of Surgery seeks a Senior Administrative Manager who will work under the direction of the Department Administrator and will be responsible for the leadership, coordination, planning, organization and evaluation of clinical practice areas within the Department of Surgery. This manager will have a split role as division administrator for Trauma/Acute care surgery and operations manager for NCR clinical practice areas.

 

The Manager will be responsible for managing high-level projects, maintaining the divisional budget, clinical operations and ensuring safe and effective patient care across the division. The manager will work closely with senior leaders in the Division, Department and at JHCP, and will report directly to the School of Medicine Department of Surgery Administrator.

 

Specific Duties & Responsibilities:

Division Administrator (50%)

  • Manage staff, resources, and operations of the division to ensure the most effective provision of services.
  • Manage all financial lines of business (clinical, research, gift, endowment, etc.) whose total revenues are in excess of $13 million dollars. Develop appropriate billing strategies to maximize annual charges. Ensure accurate compliance of faculty billing activity in accordance with CPA guidelines.
  • Design and produce various reports utilizing institutional data to create monthly, quarterly, and annual financial reports for Division Chiefs, Departmental Chair & Administrator.
  • As needed, will provide oversight of both pre-and post-award grants in partnership with RMS; work with the Surgery Finance office; assist in development of the divisional budget and forecasts; provide financial reports and analyses.
  • Assist with the recruitment and retention of faculty and administrative staff
  • In partnership with the Administrative Manager for Clinical Operations, supervise performance of administrative staff, conduct performance reviews in close collaboration with principals, identify professional development opportunities, and establish a culture of matrixed management (the practice of managing individuals with more than one reporting line)
  • Conduct administrative staff meetings, promote cross training and provide a forum for information exchange
  • In partnership with the Administrative Manager for Clinical Operations, oversee staff workload, create coverage plans, time and attendance for administrative staff and identify opportunities for professional development
  • Prepare new and update existing administrative staff position descriptions as needed to remain current with the needs of the offices
  • Assist in the development of new administrative policies and procedures as needed to ensure smooth operation of the Division
  • Attend Department of Surgery monthly division and department meetings and disseminate information as necessary to faculty and staff.
  • Oversees outreach, marketing and education activities and initiatives
  • Serves as point-person for patient issues and addresses complaints or problems within 24 hours.
  • Provides administrative leadership and support to hospital-based resources for divisionally aligned services (Adult Trauma program, SICU, WICU, OR, Advanced Practice Group, etc.).
  • Work closely with faculty and practice administrator to establish a successful clinical practice and manage on-call activity
  • Serves as a point-person to Central Finance for hospital-related questions and projects

 

NCR Operations Manager (50%)

  • Responsible for management of clinical practices at all ambulatory locations in the national capital region in partnership with JHCP leadership and practice administrators. Serves as project manager for the launch of all new clinical programs ensuring timely completion, quality and safety, and fiscal management.
  • Works collaboratively with the Office Medical Directors, Practice administrator and division administrator to support efficient clinical practices, policies and procedures for clinical practices including workflows for ambulatory clinics, nursing support and clinical support staff. Identifies barriers to delivery and quality of care and works with division administrators to make recommendations to address faculty and administrative issues.
  • Serves as a liaison and works directly with hospital senior operations lead/liaison and local clinical and administrative leadership in the management of patient safety objectives and interdepartmental care coordination to ensure that Surgery is directly aligned with safety and care coordination programs, standards, and initiatives established for the NCR.
  • Supports planning, recruitment and retention of Advanced Practice in the NCR
  • Leads marketing efforts with program leaders in the community
  • Serves as the point person for patient complaints and HEROs for the Division. Regularly reviews HEROs with Office Medical Directors and the teams impacted by reported safety issues.
  • Monitors clinical schedules/volumes, ensures optimization of clinic templates and referral work queues. Partners with stakeholders to ensure patients are scheduled within an appropriate timeframe and provider schedules are full. 
  • In partnership with division administrators, monitors providers productivity and manages barriers to performance
  • Responsible for enhancing patient education to increase clinical outcomes, efficiency and improve the patient experience.
  • Weekly/bi-weekly visit to each community practice sites to meet with providers, staff, practice administrator to proactively manage and address operational issues
  • Provide, review, and analyze the clinical practice finances of the division
  • Develop appropriate billing strategies to maximize annual charges and ensure accurate compliance of faculty billing activity in accordance with CPA guidelines
  • Serve as primary liaison for community practices and point of contact for NCR surgeons
  • 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.

 

Minimum Qualifications (Mandatory):

  • Bachelor's degree in business, finance, accounting, or other related field.
  • 5 years progressively responsible professional-level administrative or financial experience related to monetary or non-monetary resources of a department, center or unit and/or clinical operations experience.
  • Master's degree in a related field may substitute for required experience and additional experience may substitute for education, to the extent permitted by the JHU equivalency formula.

 

Special Knowledge, Skills & Abilities:

  • Must demonstrate strong organizational and process improvement skills, attention to detail, and analytical and problem-solving abilities.
  • The Administrative Manager will communicate effectively with individuals at many organizational levels, including leadership.
  • Must have strong writing skills and past experience supervising staff.
  • Must possess good analytical skills, strong computer skills, and have knowledge about managing office budgets. 
  • Must feel comfortable effectively interacting with faculty, staff, and students.
  • Ability to manage multiple and competing priorities.
  • Proficiency in the use of standard software applications, databases, spreadsheets and word processing required.

 

 

Reports to: SOM Department of Surgery Administrator

Supervises: Trauma/Acute care surgery administrative support staff

 

JHU Equivalency Formula: 30 undergraduate degree credits (semester hours) or 18 graduate degree credits may substitute for one year of experience. Additional related experience may substitute for the 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. 

 

Classified Title: Sr. Administrative Manager
Role/Level/Range: ATP/04/PE 
Starting Salary Range: $69,140 - $95,005 annually (commensurate with experience)
Employee group: Full Time 
Schedule: M - F, 8 - 5 pm 
Exempt Status: Exempt  
Location: ​​​​​​​School of Medicine Campus 

Department name: ​​​​​​​SOM Sur General Administration 
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 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.

 

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School of Medicine - East Baltimore Campus