Classified Title: Assistant Administrator Role/Level/Range: ATP/04/PF Starting Salary Range: [[$79,864 - $109,781 ]] Employee group: Full Time Schedule: [[37.5 hours per week/ Monday - Friday]] Employee subgroup: Salaried Exmpt Location: 04-MD:School of Medicine Campus Department name: 10003191-SOM Sur General Administration Personnel area: School of Medicine
This position manages the financial and administrative activities of the Divisions of Surgical Oncology, HPB, Minimally Invasive surgery division and Ravitch Division of General Surgery. This included administrative, financial and strategic management of the Minimally Invasive Training Center.
With expansion of surgical oncology and general surgery programs in the National Capital Region, the position will be responsible for financial and administrative management of the practices in the NCR. The position reports directly to the Division Chiefs and the Administrator for the Department of Surgery to ensure efficient and coordinated functioning of the Divisions. This job encompasses the management of a large and complex divisional structure encompassing finances, human resources, clinical practice, program/business development, and other fiscal and administrative operations of the division. Functions as an administrative partner to Surgery hospital operations and quality improvement. Supervises the Divisions office support and research staff. Acts as a team leader by bringing together nurse, surgeon, data management, financial, and other multi-disciplinary personnel to work toward common goals. Coordinates all necessary operational and administrative issues related to surgical care including clinical operations, faculty recruitment and retention, financial analysis, budgeting, operations integration, revenue enhancement activities, marketing, philanthropic development, fellowship programs, and initiatives across multiple Divisions and Departments to centralize efforts. Participates with senior leadership in strategic planning and business strategy. Manages regulatory compliance with state and federal agencies as well as the Joint Commission. Serves as the divisional liaison to the JHHC Office of Managed Care; plans outreach events and organizes research seminar activities. Represents the Department of Surgery at national and regional industry events. Services as administrative partner to Johns Hopkins Avon breast Center. Oversees Department of Surgery Faculty and Education office, Provide professional level support to Department Chair and Administrator,5 division chiefs, and 40 faculty in the Department.
Specific Duties & Responsibilities
Manage all financial lines of business (clinical, research, gift, endowment, etc.) whose total revenues are in excess of $26 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 Chiefs, faculty, and Administrator 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 $15 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 Chiefs and faculty for establishing and utilizing discretionary funds for the preservation of the Division's teaching, research, and patient care missions.
Supervise budget development of all grant and contract proposals.
Develop and oversee staff completing sponsored research applications (annual awards in excess of $6 million) for accurate and timely submission.
Organize and coordinate the grant preparation process (in excess of 100 proposals annually) with faculty and support staff.
Develop and maintain tracking system for pending and active grant proposals.
Monitor faculty and staff (100+) percent of effort expended on research grants and contracts and maintain equivalent salary distribution on accounts.
Develop divisions' fiscal operating budget for submission to the Department of Surgery, School of Medicine, and JHH.
Design and produce various reports utilizing institutional data to create monthly, quarterly, and annual financial reports for Division Chiefs, Departmental Chair & Administrator.
Design and produce other special reports as requested by Chair, Chiefs, Directors and other faculty members.
Prepare or ensure 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. Program Planning and Development:
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 SOM, JHH, and other affiliated institutions.
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.
Supervise/train/lead administrative staff in excess of 70 individuals.
Assist other divisional supervisors and administrative managers with hiring/firing of staff necessary for day to day program operations.
Ensure that division payroll is completed in a timely and accurate manner.
Stay apprised of weekly and semi-monthly payroll deadlines and ensures that forms for new hires, termination, and salary and/or budget changes for current employees are processed.
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.
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 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 SOM and JHH.
Provide information concerning Divisions, 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 Surgery monthly division meetings and disseminate information as necessary to faculty and staff.
Compliance and Regulatory Affairs: Oversees compliance with state, local and federal regulations.
Ensures specific regulatory requirements are met and maintains a centralized repository of program information that demonstrates compliance.
Maintains an active knowledge of related regulatory changes through attending meetings, internet searches, trade periodicals, etc..
Acts as the point-person in government site visits and audits.
Provides education about pertinent legislative changes to all staff through email and written correspondence.
Coordinates legislative proposals and responses to policymakers and other entities.
Marketing and Outreach:
Oversees outreach, marketing and education activities and initiatives.
Provides oversight of production of newsletters brochures, correspondence, surveys, seminars and other events and materials.
Identifies and discusses outreach opportunities with Chiefs and focuses outreach initiatives toward those goals.
Provides analysis of referring physician/provider trends and measures the impact of outreach activities.
Serves as point-person for patient issues.
Addresses complaints or problems within 24 hours.
Triages requests within 48 hours.
Monitors patient satisfaction data for inpatient and outpatient units and implements projects toward improvement goals.
Managed Care and Contracting:
Serves as a point-person to the Office of Managed care, the CPA and the hospital regarding contracting related to divisional surgery services.
Provides analysis to senior management in order to facilitate informed contracting decisions.
Cross JHUSOM/JHH Leadership:
Provides administrative leadership and support to hospital-based resources for divisionally aligned services (SICU, WICU, OR, Advanced Practice Group, etc.).
Oversees financial performance for the functional unit hospital cost centers related to Trauma Surgery (expense and revenue management, budgeting).
Serves as a point-person to Central Finance for hospital-related questions and projects.
To conduct self in an exemplary fashion to achieve goals and set example for others within the divisions.
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.
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 Administrator.
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 Chiefs, allocate services and resources within the divisions 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 the Administrator, divisional faculty, Research Administration, or the Business Office.
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.
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.
NCR program support (20% effort)
Work closely with Surgery CAO and Department administrator to recruit and retain surgeons and strategically expand surgical programs in the National Capitol Region
Develop tactical business plans in conjunction with department leadership and administrative leaders in the SOM, JHH, and other community hospitals.
Work closely with faculty and practice administrator to establish a successful clinical practice
Review monthly account , correct errors, and inform NCR Vice Chair, Division Chiefs, faculty, and Administrator of any problems or discrepancies
Develop faculty profit and loss statements with quarterly reporting
Provide, review, and analyze the clinical practice finances of the division.
Develop appropriate billing strategies to maximize annual charges Ensure accurate compliance of faculty billing activity in accordance with CPA guidelines
Work with community hospital administrative leadership to review metrics, productivity, marketing efforts, operational and financial issues
Serve as point of contact for NCR surgeons for any administrative concerns
Supervises: 20+ employees
Bachelor's degree in business, finance, accounting, or other related field required. Advanced degree preferred.
Seven years progressively responsible professional level administrative and financial experience related to monetary or non-monetary resources required. Master's degree in a related field may substitute for some of the required experience. Two years of financial management experience preferred. Supervisory experience strongly preferred. Knowledge of accounting and budgeting theory and practices preferred. Knowledge and understanding of the Johns Hopkins University accounting system and related fiscal offices preferred. Specific knowledge of the operation of the Division(s) preferred.
Special Knowledge, Skills, and Abilities
Ability to supervise, lead and train financial staff.
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.
The successful candidate(s) for this position will be subject to a pre-employment background check.
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