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Job Req ID:  60924

Sr. Administrative Manager

The Department of Pediatric Oncology seeks a Senior Administrative Manager, which is a restructured position providing administrative oversight to the Divisions of Pediatric Oncology and Hematologic Malignancies. This is a leadership position that will report to the Assistant Administrator in Oncology.


The two divisions combined are comprised of 53 full time faculty positions, 117 staff positions and ~30 fellows and graduate students. The position also provides administrative oversight of a joint JHU/NIH Fellowship Program in Pediatric Hematology/Oncology, which includes 22 fellows across both institutions. The Sr. Administrative Manager oversees all administrative services including human resources, facilities, administrative operations and infrastructure, and the development and implementation of operating policies and procedures and manages faculty activities related to the clinical practice.


Specific Duties & Responsibilities:


Strategic Planning:

  • Partners with Division Directors, Assistant Administrator, and Financial Managers in the coordination and oversight of, strategic, operational, and tactical planning processes.
  • Assists in the evaluation of existing programs and the need for new programs.
  • Evaluates and recommends facilities and space needs as well as staffing requirements.
  • Assists in creating detailed business plans for new and existing programs; this includes capital needs, facilities, operational requirements, and implementation plans.


General Administration:

  • Monitors, evaluates and implements business practices and procedures to support day-to-day operations.
  • Analyzes and implements staff structure, capabilities and development to meet current and future needs; In conjunction with the Program Directors, ensures goals are met.
  • Manages faculty activities related to the clinical practice at all practice locations. 
  • Develops rotational schedules and ensures effective communication and ongoing maintenance of schedules.  
  • Ensures accuracy of schedules on relevant websites.
  • Assists in the monitoring of clinical practice associated key performance indicators. 
  • Develops tools and processes to achieve institutional standards including bump rate, encounter status, and new patient lag time. 
  • Maintains accurate inventory of space and equipment; With Director, assigns available space and assists in future space planning as it relates to organizational operations.
  • Represents the organization to both internal and external constituent groups in such a manner as to enhance the image of the Division and to further its objectives.
  • Oversees the Pediatric Oncology Fellowship Training Program; Has direct supervision of the Fellowship Program Training Administrator.
  • Manage administrative personnel (approx. 8 FTEs) including hiring, training, and performance management; Establish performance standards and conduct annual performance appraisals; Measure productivity and evaluate effectiveness of roles.
  • Develop and implement new administrative policies and procedures to ensure optimal performance.
  • Oversees outreach, marketing and educational activities and initiatives for Divisions.
  • Provides oversight of the organization and planning of seminars, divisional retreats and events; Under the direction of the Program Directors, partners with the Development Office to organize fund raising events.


Human Resources and Administration:

  • Develops and implements plans for the overall human resources and organizational development goals of the divisions, ensuring that all personnel management functions are successfully performed, including recruitment and retention.
  • Oversees faculty and fellow recruitment; Oversees requisition activity and advertising for recruitment; Ensures successful transition to the Baltimore area for critical hires.
  • Develops excellent working relationships with Oncology Human Resources to ensures that all departmental human resource activities are carried out consistent with Hospital and University personnel policies.
  • Collaborates with HR Manager, SOM and JHH HR Departments to effectively manage employee relations, grievances, training orientation, career development and the equitable administration of compensation programs.
  • Advises and directs faculty on human resources issues including hiring, firing, discipline, time sheet approval.
  • Assists faculty and managers with writing of new job descriptions, prepares justifications and summaries for staff promotion packages.
  • Assesses and develops administrative infrastructure, ensuring human resources are appropriately distributed and operating cohesively to achieve division, department, and SOM goals.
  • Coordinates faculty and fellow appointments and reappointments, annual reviews, and promotional documents.
  • Assists with obtaining visas for international faculty, postdoctoral fellows, graduate students, visiting scientists, senior staff positions.
  • Maintains personnel records; Ensures compliance with annual review processes and institutional training requirements.
  • Meets with employees as needed; Recommends appropriate resources such as FASAP and Occupational Health; Advises on training programs available through Talent Management and Organizational Development.


Financial/Research Administration Responsibilities:

  • Partners with Financial Managers to ensure sound financial practices are in place for account reconciliation and follow up.
  • Oversees administrative expenses and implements measures to improve budgetary performance (examples: Iron Mountain; office supplies; facilities; staffing’s).


Climate Setting and Leadership:

  • Conducts self in an exemplary professional fashion to achieve goals and set example for others within the department.
  • Establishes communication channels with staff, faculty, and senior leadership to ensure information on internal and external issues which effect the operations of the area is received.
  • Promotes an inclusive and innovative work environment.


Minimum Qualifications (Mandatory):

  • Bachelor’s Degree in business, administration, finance, or related field (Master’s Degree preferred).
  • Minimum of five years progressively responsible professional level administrative or finance experience.
  • Comprehensive understanding of the dynamics of an academic medical institution.
  • Demonstrated knowledge of human resources management, operations, and administration.


Special Knowledge, Skills & Abilities:

  • Demonstrated capacity for leadership as well as ability to supervise and train staff and effectively interact with all levels.
  • Proven record of related accomplishments and an ability to work collaboratively and by consensus.
  • Keen interpersonal skills.
  • Excellent oral and written communication skills; Strong organizational skills and attention to detail.
  • Ability to communicate non-routine information using tact and persuasion, as appropriate.
  • Ability to develop sound policies and procedures for area of responsibility and to maintain proper documentation for division.


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 8:00am- 4:00pm 
Exempt Status: Exempt  
Location: School of Medicine Campus

Department name: ​​​​​​​SOM Onc Pediatric Oncology  
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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