Assistant Administrator will direct all administrative and financial functions and will provide professional level support for the Cardiac Surgery Division, and Thoracic Surgery Division in the Department of Surgery School of Medicine (SOM). She/he will also be responsible for duties under the realm of the SOM for Cardiac Surgery at Suburban Hospital and Anne Arundel Medical Center. Supervises the Cardiac Information Technology Manager, Thoracic Surgery Outreach Coordinator, Thoracic Surgery Research Manager, Cardiac Surgery Clinical Research Nurses, and the Cardiac Research Laboratory staff. Acts as a partner with the department Administrative Manager to supervise medical office coordinators. Acts as a team leader bringing together nurse, surgeon, intensivist, data management, financial, and other multi-disciplinary personnel to work toward common goals. Coordinates all necessary operational and administrative issues including financial analysis, budgeting, operations integration, revenue enhancement activities, marketing, philanthropic development, training programs, and initiatives across multiple Divisions and Departments to centralize efforts. Participates with Department leadership in strategic planning and business strategy to support cardiac and thoracic programs across JHM.
Specific Duties & Responsibilities
Primary duties and responsibilities include management of staff, resources, and operations of the division to ensure the most effective provision of services.
Assist with the recruitment and retention of faculty and administrative staff within the Divisions of Cardiac and Thoracic surgery. Assist with onboarding and off boarding as necessary
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
Mentor staff and identify opportunities for professional development
In partnership with the Administrative Manager, oversee time and attendance reporting for all administrative staff and staff workload and responsibilities; create coverage plans
With HR business partner, 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.
Monitor operating room and ambulatory activity and communicate to faculty, as appropriate.
Provide management and support of the academic mission of the division and department.
Assist with all aspects of the faculty search and appointment processes as well as faculty/student visa processes.
Position will also provide professional level support to the divisional chief, and the department director and administrator, implementing policies and decisions and assisting with projects and new initiatives as needed. Assist and support faculty as needed.
Coordinates all necessary operational and administrative issues related to the Cardiothoracic Surgery Residency program, including management of the Residency Program Coordinator.
Oversight of endowed lectureships and visiting lecturers, including coordination and planning of related events. Develop and implement and continuously improve administrative operations, including space, IT, and equipment needs of the divisions.
Responsible for all financial lines of business (clinical research, gift and endowment) whose total revenues are in excess of $18 million.. Will be accountable to ensure adherence in day-to-day operations of all applicable federal, state and University regulations, and ensure that budgetary goals and objectives are met within audit compliance requirements, both internal and external to JHU.
Assists with financial analyses, contracts, and communication in preparation for programmatic and strategic changes within the Health System for both cardiac and thoracic surgery.
Proactively addresses financial and clinical concerns across all hospitals and ambulatory areas where the cardiac surgery and thoracic surgery practices exist.
Responsible for the development, preparation and review of divisional budget, including discretionary funds, endowment accounts, industrial partnership funds, capital projects, gift accounts, as well as the operating and clinical budgets.
Assists the ICU director with financial analyses and projects as assigned.
Provide oversight of grants during both the pre-and post-award periods, in partnership with Research Management Services (RMS) and the departmental Research Administrator. Assist faculty in the preparation of sponsored research proposals and submission to funding agency, in partnership with RMS.
Partner with the Surgery Finance office to assist in development of the divisional budget and annual forecasts. Provide financial reports and analyses as needed or requested.
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.
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
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 goal
CROSS JHUSOM/JHH LEADERSHIP
Provides administrative leadership and support to hospital-based resources for divisionally aligned services (CVSICU, Cardiac ORs, ICU’s ,Advanced Practice Group, etc.).
Oversees financial performance for the functional unit hospital cost centers related to Cardiac Surgery and Thoracic Surgery
Serves as a point-person to Central Finance for hospital-related questions and projects.
Cardiac and Thoracic Surgery Community support
Work closely with Surgery CAO and Department administrator to recruit and retain surgeons and strategically expand surgical programs in the community
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 and manage on-call activity
Develop faculty profit and loss statements with quarterly reporting
Develop and oversee quarterly invoicing to community hospitals
Work with community hospital administrative leadership to review metrics, productivity, marketing efforts, operational and financial issues
Reports to: SOM Department of Surgery Administrator
Supervises: Cardiac Information Technology Manager, Thoracic Surgery Outreach Coordinator, Thoracic Surgery Research Manager, Cardiac Surgery Clinical Research Nurses, and the Cardiac Research Laboratory staff. Includes hiring/firing, discipline and human resources issues.
Bachelor's degree in business, finance, accounting, or other related field. Advanced degree preferred.
Seven (7) years progressively responsible professional-level administrative and financial experience related to monetary or non-monetary resources of a department, center, or unit,
including 2 years financial management experience (e.g., planning, directing, monitoring, organizing, and controlling monetary and non-monetary resources).
Supervisory experience strongly preferred.
Master's degree in a related field may substitute for required experience, to the extent permitted by the JHU Equivalency Formula: 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. *
Previous JHU financial and administrative experience highly preferred.
Special Knowledge, Skills, and Abilities
Ability to supervise, lead, and train staff. Knowledge of accounting and budgeting theory and practices. Proficiency with databases/spreadsheets, & JHU financial systems (SAP highly preferred). Strong knowledge of federal funding and compliance requirements. Ability to make independent judgments and to act on decisions on a daily basis. 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. Strong interpersonal and communication skills, both oral and written.
Classified Title: Assistant Administrator - Clinical Working Title: Assistant Administrator - Clinical Role/Level/Range: ATP/04/PF Starting Salary Range: Commensurate with Experience Employee group: Full Time Schedule: Monday - Friday - 8:00a - 5:00p / 37.5 hours per week Exempt Status: Exempt Location: 04-MD:School of Medicine Campus Department name: 10003185-SOM Sur Cardiac Surgery Personnel area: School of Medicine
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