Classified Title: Assistant Administrator-Clinical Working Title: Division Administrator Role/Level/Range: ATP/04/PF Starting Salary Range: $79,864-$109,781 Employee group: Full-Time Schedule: Working 37.5 hours per week; Monday-Friday Exempt Status: Exempt Location: 04-MD:School of Medicine Campus Department name: 10002807-SOM DOM Endocrinology Personnel area: School of Medicine
This position manages the financial and administrative activities of the Division of Endocrine at the East Baltimore & JHBMC campus as well as satellite programs. The position reports directly to the Division Chief and the Administrator for the Department of Medicine to ensure efficient and coordinated functioning of the Division 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.
Specific Duties & Responsibilities:
Manage all financial lines of business (clinical, research, gift, endowment, etc.) whose total revenues are in excess of $15 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 Chief, faculty, and DOM 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 $5 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 Chief 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 $5 million) for accurate and timely submission. Organize and coordinate the grant preparation process (in excess of 50 proposals annually) with faculty and support staff. Develop and maintain tracking system for pending and active grant proposals.
Monitor faculty and staff (50+) 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.
Develop division's fiscal operating budget for submission to the Department of Medicine, School of Medicine, and JHH.
Develop the annual operating budget for the Bloomberg Distinguished Professor in Diabetes and Metabolism for submission to the School of Medicine and the central university finances office and actively manage the use of the BDP endowment, recruitment funds and cost sharing between multiple University divisions.
Design and produce various reports utilizing institutional data to create monthly, quarterly, and annual financial reports for Division Chief, Departmental Chairman & Administrator. Design and produce other special reports as requested by Chairman, Chief, 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 DOM, SOM, JHH, and other affiliated institutions.
Develop and maintain detailed business plans to operationalize the vision to expand diabetes research and clinical program across JHM, including working with financial leaders at partner hospitals, senior executives at Johns Hopkins Community Physicians and Johns Hopkins Health Care as well as staff in areas such as facilities, marketing and clinic operations.
Present regular updates about the growth of diabetes clinical services and metabolic research to institutional leaders such as Deans, CEOs and CFOs.
In partnership with the Division Director and leaders with Johns Hopkins International (JHI), identify opportunities, design programs, cultivate stakeholder relationships, and execute clinical care, education, and research consultation and process improvement projects in international settings.
In partnership with JHI, maintain budgets, oversee performance, ensure compliance with institutional policies and local, federal, and international regulations, and provide operational leadership for executing projects in a variety of international settings.
In partnership with the Diabetes Center Director, identify opportunities, design programs, cultivate stakeholder relationships, and execute clinical care, education, and research consultation and process improvement projects with providers outside of JHHS, including the Western Maryland Health System.
In partnership with the Program Directors at the Johns Hopkins Hospital and Johns Hopkins Bayview Medical Center, provide administrative leadership for the JHH & JHBMC Inpatient Diabetes Management Service (IDMS), including budgeting, planning program improvements, hiring advanced practice providers and advocating for needed resources.
In partnership with the IDMS Program Directors, develop relationships across the Johns Hopkins Health System, design program structures, identify funding mechanisms, and facilitate collaborations for replicating the program at each hospital.
In partnership with the Division Director, expand access to patient care through network development and enhance collaboration across all mission areas between the Division and providers throughout Johns Hopkins Medicine, including JHHS hospitals, JHCP practices, Johns Hopkins International, and Johns Hopkins Health Care.
Supervise/train/lead administrative staff in excess of 50 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).
Orient all new employees to the Division, ensuring that 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 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.
Climate Setting and Leadership
To conduct self in an exemplary fashion to achieve goals and set example for others within the division.
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.
Lead initiatives to cultivate strong employee engagement among faculty and staff within the Division.
Lead Division implementation of institutional change initiatives (e.g., new clinical information system deployments, employee mandates, etc.)
Positively contribute to the culture and environment of the Department of Medicine as a whole through citizenship and service on a variety of departmental initiatives.
Positively contribute to the field of health care management through involvement with professional societies, representing Hopkins in broader initiatives, and providing mentoring opportunities to students and emerging leaders.
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 Chief, 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 the Administrator, divisional faculty, Research Administration, or the Business Office.
Collaborate with development officers to grow philanthropic giving directed towards diabetes services and metabolic research.
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.
Internal: 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.
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 in business, finance, accounting, or other related field required.
Minimum of seven years of progressively responsible experience in a financial and administrative position, preferably in an academic or medical setting; additional education can be substituted for experience.
Master's degree preferred, and may substitute for some experience, to the extent permitted by the JHU equivalency formula.
Special Knowledge, Skills, and 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 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.
The successful candidate(s) for this position will be subject to a pre-employment background check.
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