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Job Req ID:  4418

Sr. Administrative Manager

 

 

Classified title:  Sr. Administrative Manager

Working title (if applicable):

Role/Level/Range:  ATP/4/PE

Starting Salary Range ($s): $67,114 - $92,219

Employee group (Full time/Part-time/Limited/Casual):  Full time

Schedule (hours/days): 37.5/Monday - Friday

Employee subgroup (FLSA Status): Exempt

Department name:  Department of Medicine

Personnel area (School):  School of Medicine

 

 

 

General summary/purpose:

 

The Sr. Administrative Manager position assists in the management of Division of Chemical Dependency and Comprehensive Care at Johns Hopkins Bayview Medical Center as well as provides leadership and operational support for the Department of Medicine.  The Division consists of an outpatient practice with 14,000 visits, inpatient unit with 14 beds, clinical collaborations with Baltimore City Health Department, as well as research and training programs.   The Department of Medicine maintains approximately 185 inpatient beds at Johns Hopkins Bayview Medical Center, discharges approximately 11,000 patients and sees more than 70,000 ambulatory visits.  With a direct reporting relationship to the Chair of the Division and Administrator for the Department, the Sr. Administrative Manager, is responsible for managing finance, inpatient, and strategic clinical activities for the division.  In addition, responsible for identifying and implementing departmental and hospital wide project improvement plans as well as new lines of business.  The position supervises ambulatory managers, analysts, administrative coordinators, as well as residents/students.  Will exercise leadership at the Divisional, Departmental, and Hospital Executive level to advance the tripartite mission of research, education, and patient care.  This job encompasses the management of a large and complex structure encompassing finances, human resources, program/business development, and other fiscal and administrative operations of the division and department.

 

Specific duties & responsibilities:

 

  1. Financial

 

  1. Manage all divisional financial lines of business (clinical, research, gift, endowment, etc.) whose total revenues are in excess of 6 million dollars.  In addition, oversee departmental programs and processes that include 20 million dollars of revenue and expense. 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 Chief, faculty, and Administrator of any problems or discrepancies.

 

  1. Manage the financial and administrative activities for Division at Bayview as well as departmental areas. Program needs include oversight of 340B program, collaborations with Baltimore City Health Department, innovative population health and high value care strategies, identifying and tracking JHB and SOM performance improvement plans, new business plans.

   

Provide, review, and analyze the outpatient and inpatient clinical practice finances of the division and department. Develop appropriate billing strategies to maximize annual charges.

 

  1. Ensure accurate compliance of faculty billing activity in accordance with CPA guidelines.

 

  1. Develop faculty profit and loss statements with quarterly reporting. 

 

  1. Develop strategies with the Division Chief and faculty for establishing and utilizing discretionary funds for the preservation of the Division’s teaching, research, and patient care missions.

 

  1. With manager, supervise budget development of all grant and contract proposals.  Develop and oversee staff completing sponsored research applications for accurate and timely submission.  Organize and coordinate the grant preparation process with faculty and support staff.  Develop and maintain tracking system for pending and active grant proposals.

 

  1. Monitor faculty, staff, fellows and students 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.

 

  1. Develop division's fiscal operating budget for submission to the Department of Medicine, School of Medicine, and JHH.  In addition, assist with the departmental clinical budgeting process and ensure performance improvement on bottom line.

 

  1. Design and produce various reports utilizing institutional data to create monthly, quarterly, and annual financial reports for Division Chief, Departmental Chairman and Administrator.  Design and produce other special reports as requested by Chairman, Chief, Directors and other faculty members.

 

  1. Oversee the correct preparation of various forms such as journal vouchers, check deposits, special payroll (advance) check requests, and telephone service requests.  Prepare electronic budgets and expenditure transfers.

 

  1. Program Planning and Development

 

  1. 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.  Specifically, assist the Administrator/Assistant Dean with management of 340B and population health clinical opportunities. 

 

  1. Develops Departmental project plans for identified opportunities – establishes project goals, objectives and outcomes, secures leadership support and endorsement. Specifically, assist the department with population health and high value care program development, implementation, and quantification/return on investment. 

 

  1. Determines project time line to accomplish identified goals with milestones. Specifically, support long term space and volume planning for primary care and population health initiatives.  Collaborate and ensure partnership with regional (BCHD) and national programs. 

 

  1. Assists in the implementation of institutional projects that cross JHM entities and require a high level of communication and collaboration expertise - utilizes skills of communication, negotiation and problem solving to effectively execute identified steps of implementation, monitors progress towards outcomes and modifies action plan accordingly, plans interventions as necessary to maintain time line, recognizes potential for integration / collaboration.

 

  1. Evaluates project outcomes and persuades stakeholders to pursue best practice models. Requires change management skills as well as analytical expertise to leverage data driven strategies - oversees relevant data to determine efficiency of project, makes and implements recommendations to improve project outcomes or processes, develops written summary reports by making recommendations to the leadership

 

  1. Work with clinical areas to identify projects to meet operational targets, implement, and maintain performance improvement initiatives

 

  1. Leads, facilitates, or supports institutional meetings and committees as appropriate. Develops written summary reports by making recommendations to the leadership based on data analysis.

 

  1. Formulate tactical business plans in conjunction with administrative leaders in the DOM, SOM, JHH, Bayview, and other affiliated institutions.

 

  1. Administrative

 

  1. Develop staff job descriptions for new hires and restructure current job descriptions for upgrading of staff positions as needed.  Work closely with Johns Hopkins Bayview Medical Center, Department and SOM Human Resources for appropriate grading and salaries.
     
  2. Supervise/train/lead administrative staff.  Assist other divisional supervisors with hiring/firing of staff necessary for day to day program operations.
     
  3. 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, terminations, 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.
     
  4. Coordinate and approve staff leave and overtime.  Oversee and maintain compliance of the web-based time and attendance system (E210 as well as Kronos).

 

  1. Orient new employees to the Division and Department, 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.)
     
  2. Develop new administrative policies and procedures as needed to ensure smooth operation of the Division and Department.  Make recommendations to Division Chief and Administrators in the form of decision options.
     
  3. Maintain space and equipment inventories for compliance with SOM, JHB, and governmental guidelines.
     
  4. Outline existing opportunities to improve space utilization and define needs and justification for additional space to the DOM, SOM, and JHB.
     
  5. 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.

 

  1. Climate Setting and Leadership

 

  1. To conduct self in an exemplary fashion to achieve goals and set example for others within the division.
     
  2. To 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.

 

  1. Patient Satisfaction/Complaints

 

  1. With departmental leadership, develop systems in coordination with Bayview Medical Center to ensure improved patient satisfaction and timely response to patient complaints.  Assist divisions with service recovery and improved protocols related to patient experience.   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 Administrator.

 

  1. Ensure availability and, if necessary, develop patient and family support services for the assigned areas. 

 

  1. Growth and Profitability

 

  1. With the Chief and Administrator, allocate services and resources within the division and department to develop efficiencies, improve and maintain the services of the assigned areas, and ensure profitability.

 

  1. 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.

 

  1. Information Systems

 

  1. 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.

 

  1. Design and implement customized computer database applications as needed by division members for specific job tasks and special projects.  Train users in the use of these programs.

 

  1. Contacts

 

  1. Internal:  Johns Hopkins Bayview Medical Center, Department of Medicine Administration, Department of Medicine Billing Office, Research Administration Business Office, Registrar's Office, Research Accounting, Equipment and Space Accounting, General Accounting, Payroll, Accounts Payable, Purchasing, Information Systems, and Homewood.  Various other departments and divisions in the School of Medicine and in the School of Hygiene.

 

  1. 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).

 

 

 

 

Minimum qualifications (mandatory):

 

Bachelor’s degree required; minimum of five years experience in a financial and administrative position, preferably in an academic or medical setting.  Master’s degree preferred.

 

Special knowledge, skills, and abilities:

 

Ability to supervise, lead, and train 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 the Division preferred.

 

Ability to make independent judgments 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.

 

 

 

Johns Hopkins Bayview

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The successful candidate(s) for this position will be subject to a pre-employment background check.

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  • 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.

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