The Director, Financial Operations directs the administrative, financial, and operational activities of the Office of the Vice Dean JHM-Johns Hopkins All Children’s East Baltimore (OVD EB-JHM/JHACH) on a day-to day basis consistent with the research, clinical and educational goals set forth in the 2011 Integration Strategy, it’s Ten Year Strategic Plan and it’s continuation beyond 2021. Provide administrative leadership to School of Medicine faculty and staff and the staff of Johns Hopkins All Children’s Hospital (JHACH) in formulating and implementing strategic and budgetary objectives. Direct responsibility for all administrative aspects of OVD-EB related financial, administrative, research, educational and clinical activities through collaborative efforts with the SOM Business office, SOM Dean’s office, other clinical/basic science departments and Institutes within the Johns Hopkins Medicine (JHM) and Johns Hopkins All Children’s Hospital (JHACH). In collaboration with the Vice Dean, JHACH and the Associate Dean of Administration, JHACH, faculty leadership and other peer Directors manage and be a steward of finance, grant and contract activity, clinical trial activity, service center activity, human resources, and other Institute and Core program development. Acts as spokesperson for the Associate Dean with key senior financial, administrative, and research leadership and Chairmen within JHMI/JHH. Interface with SOM leadership, including members of the Business Office team, to ensure that financial and administrative policies, processes and controls are properly designed, implemented and followed at all times. This position acts autonomously and with no daily supervision or interaction with the Associate Dean located in St. Petersburg.
Specific Duties & Responsibilities
Management and Fiscal Oversight
Responsible for accomplishment of agreed upon objectives at the Departmental, Core and Institute level. Where appropriate, institute corrective actions including reallocating resources, reprioritizing, and/or recommending modifications/variance to established plans or budgets.
Direct the evaluation, development, and maintenance of control systems pertaining to operational and programmatic management. Monitor use of resources in accordance with plans and budgets, and provide reports to the Associate Dean, SOM Sr. Associate Dean for Finance, ACH Controller, ACH Finance Office and the SOM Business office.
Direct the development JHM-ACH policies/guidelines and maintenance of JHU administrative policies that define the parameters of the action of managers and supervisors and that provide guidelines for decision-making, ensuring compliance with JHM and JHMI directives, Federal and State laws and regulations, and accreditation requirements for faculty appointments and the JHACH residency/teaching programs.
Identify needs for information or service from other administrative managers, institute directors or administrators in order to accomplish organizational objectives or standards; evaluate whether appropriate systems are in place to serve those needs.
Oversee the fiscal management of the MDC Service Center (EB and St. Pete campuses) with a 5-year strategic plan to grow to multiple service centers with total budgeted revenue in excess of $600M-700M per year with the use of i-Labs for all workload management and monthly billing.
Oversee the fiscal management of existing and new research cores/service centers and shared services/resources, currently Genomics Shared Services (as a conduit to the GRCF in E. Baltimore) and MDC with an FY20 budgeted ranging from $25K-$700 K respectively. All cores/service centers will use i-Labs for all workload management and monthly billing.
Full responsibility for the fiscal report development, management and reporting for the finances of JHM-JHACH including chairing the bi-monthly Dean’s office JHM-JHACH finance meetings for the Sr. Associate Dean of Finance and JHACH CFO Board Book reporting. FY20 Operating budget in excess of $30M.
Full responsibility fiscal and operational oversight/authority for the monthly average of $1.679M JHM/JHACH to ACH expense review and invoicing processing. If process is not done accurately and or timely then the SOM is at risk of a $1.679M or greater short fall during month end close.
Full fiscal responsibility for tracking and expenditures of departmental dowry commitments for research and academic endeavors in excess of ~$12M+.
With Associate Dean assess short and long-term space needs for the OVD-EB and secure expansion space including lease agreements, renovations, office layout, furniture procurement in support of administrative and teaching/research needs of faculty and students coming to the EB campus for short/long term stays.
Administration/Fiscal oversight of the departmental budget during the course of the fiscal year including the annual budget process, annual forecast process, annual faculty increase and supplement process, release of funds for expenditure and the review/approval process for capital equipment.
Direct responsibility and key contact for the budget and actual data housed in the SOM faculty Compensation Tool used for maintaining faculty compensations and budgeting for future faculty new hires. First line of contact for the SOM Business office for questions/issues for all JHU SOM Faculty compensation.
Management and oversight of annual budget expenditures, variances; monitoring trends; reconciliations. Manage and approve financial activities including expenditures, accounts payable, cash receipts, travel reimbursements/advances, purchase orders, procurement cards transactions and reconciliations to all IO’s and cost centers.
Management and oversight of budget accounts for awards once they are granted or contracts signed. Oversight of all expenditures, to ensure compliance with sponsoring organizations policies and procedures.
Direct responsibility for the coordination of the academic appointment process for all new JHM-ACH faculty including the fiscal completion of all aspects of payroll, signing bonuses, relocation etc. associated with new faculty including partnership with the international office for Visa sponsorships/applications.
Direct responsibility for the coordination of payroll for all staff positions, including ISR’s and all payroll documents required.
First line of contact for SOM Payroll/HR/Business office for most matters including sensitive matters related to payroll, compensation and or potential violations of regulatory, COI and university policies.
Develops the overall tactical planning for growth and viability during the annual planning cycle. In conjunction with the Associate Dean and other senior faculty, Director leadership, JHACH Finance and JHM Office of General Accounting incorporates new strategies and technological initiatives that support the teaching/residency, research and patient care goals.
Will initiate and direct short and long range planning and conduct comprehensive feasibility studies for evaluation of new and existing research, clinical/teaching and training/fellowship programs; assessment of facility requirements; funding and staffing needs.
In conjunction with goals set by the Johns Hopkins Medicine, provide leadership, when appropriate, in planning/supporting facility expansion, new building construction, space renovations and program planning.
Develop and implement JHM-ACH fiscal, administrative operational plans for the Associate Dean to ensure SOM plans align and support JHACH hospital and clinical program performance and contribution to both the Hospital and University objectives.
Report on operational and expense trends to support the department’s strategic growth and future planning requirements.
Develop plans for new operating and work flow systems within the functional unit that are sensitive to organizational needs to ensure efficient accomplishment of objectives, and to secure resources as necessary.
Support the Associate Dean’s fiscal targets to adjust for the FL market for changing federal, state and third party policies regarding reimbursement of health care delivery services.
Organizing and Implementing:
Develop and maintain a sound departmental management structure, operating policies, operating procedures, and staffing to meet the operational needs of the Department.
Provide administrative and fiscal direction to faculty, managers, other departmental administrative leadership and staff. Develop long and short-range action plans to achieve collaborative result and maximize individual and collective strengths.
Advise Vice Dean and Associate Dean on broad range of issues including State and Federal research activities, institutional strategic planning goals, changing compliance and regulatory rules for sponsored research and clinical trial allowable expenses and research effort etc. Develop clinical/operational “what –if” scenarios to address programmatic and financial issues facing the Department.
Direct the administration of all departmental grants/contract/sub-contracts/research collaborations. Provide recommendations and develop new grant funding strategies, support the preparation of major research proposals and develop and review proposals from a financial and administrative perspective. Full oversight of sponsored research team. Awarded research portfolio in has grown from $67K in FY14 to $2.5M+ in FY19 with ~$7.5M in submissions pending review/award.
Authority to make commitments related to departmental plan of expenditures and revenues, sponsored research, vendor payments, equipment purchase/leases and staffing.
Create synergy and foster sponsored research partnerships between JHM-JHACH, the ACRI and other departments within JHM and JHH for federal, state, commercial and clinical trial awards
Responsible for handling of complex and sensitive research matters as related to compliance, audit and due diligence. Full authority to take immediate action when necessary to protect the Department and Institution.
Responsible for reviewing and monitoring the F&A recovery to JHM-JHACH for all sponsored project awards until a matrix of allocation is established and automated within SAP. Will be a key leader of the development and owner of the monitoring of the automated solution/system.
Develop and oversee fiscal and administrative standards of performance for Departmental, Institute and Core activities, monitor performance and implement corrective administrative, fiscal or operational actions as necessary.
Human Resources Management:
Responsible for all JHU Faculty, Staff and Postdoc payroll. Oversee and provide good leadership for all human resources and organizational development goals of the department, ensuring that all personnel management functions are successfully performed, including recruitment and retention, employee relations, grievances, training orientation, career development and the equitable administration of compensation programs. Ensure that all departmental human resources activities are carried out consistent with Hospital and University personnel policies. See Org charts
Growth in full-time Faculty, Staff and Postdocs: FY13-10 Total Full-time Faculty/Staff; FY19-146 Full-time Faculty/Staff/Postdocs.
First point of contact for JHU HR/Business office/Registrar office/International office for all issues/concerns for the Department.
Advise departmental HR resources to collaborate with Health Sciences HR when specialized support is needed in the areas of employee relations, compensation, and recruitment or leave/records management including the rollout and or implementation of new and or changing HR benefits and or programs.
Support faculty growth and productivity and assist the Vice Dean and Associate Dean with faculty recruitment and retention, physician credentialing, and job actions.
Growth and Profitability:
Allocate resources and develop efficiencies to improve and maintain the services of the department and to ensure a positive financial performance.
In conjunction with clinical and basic science faculty, develop and provide financial resources to provide operational support for their research, and to achieve timely and effective delivery of clinical services, research and teaching.
In conjunction with the Associate Dean and consistent with Johns Hopkins Medical Institutions’ goals and objectives, negotiate with external federal, state and private agencies with regard to grant funds for construction, core support and individual faculty and program support both in Maryland and Florida.
Perform other duties as required.
Climate Setting and Leadership:
To conduct self in a manner to achieve results in a way consistent with organization values and to provide constructive examples for others to do likewise.
To establish timely and effective communications with senior leadership within department to keep them aware of important Johns Hopkins Medicine and University information and to receive information and feedback from them.
To maintain an active role in the community as a representative of a specific Hopkins’ department and to represent the organization to both internal and external constituent groups in such a manner as to enhance the image of the department and to further its objectives.
To ensure that all areas of the department and areas outside the department which interact with same receive adequate information on internal and external issues which affect operations, as well as advice, assistance, and service that aids them in attaining related objectives; and to be a source of information for all staff, especially senior leadership, to increase their understanding and responsibility regarding these issues.
To develop positive employee relations and communications through management interaction with employee groups and visibility in East Baltimore and in St. Petersburg.
To serve on institutional committees as well as assume other responsibilities within the medical institutions outside of the department as needed or requested.
Provide administrative guidance for the maintenance and improvement of management and financial information systems in partnership with the designated IT point people for JHM-JHACH and ACH including yearly review and update of the IT service level agreement.
Monitor compliance with policies and procedures.
Establish and monitor service delivery standards for the department which are sensitive to faculty-university and health system, leadership/staff-university and health system, and other customer needs; and which ensure the effective day-to-day operations of the department.
Develop programs to continually measure and evaluate performance and metrics. Develop departmental policies, plans and procedures to support quality service.
Address faculty and staff complaints/concerns and ensure their prompt resolution.
Support ACH in the achievement of yearly performance metrics, target and goals including customer/patient satisfaction striving for increased annual hospital ratings.
Size and Scope Details:
Supervisory responsibility – direct 5; indirect or matrix FY19 Headcount - Fulltime Faculty, Staff and Postdocs 146
Budget authority (indicate dollar amount of budget managed and type/level of authority):
Academic Integration: $160M+
Y19 Monthly JHU-JHACH KB15N average ~$1.7M per month
Bachelor’s degree in business, health care administration or related field. Minimum of seven (7) years progressively professional-level administrative and financial experience required, including two (2)years supervisory experience and two (2) years financial management experience.
Additional education may take the place of some experience to the extent permitted by the equivalency formula. MBA, MHA, MPH, or other related field strongly preferred.
Previous experience in an academic medical center preferred.
Knowledge of hospital and university finance administration, sponsored programs including grants and contracts management preferred.
Special Knowledge, Skills, and Abilities
Requires excellent interpersonal skills and a deep appreciation of research, educational and clinical issues within the School of Medicine.
Must demonstrate leadership qualities and the ability to be a champion for the various stakeholders within JHM-JHACH and JHACH.
Demonstrated record of related accomplishments and the ability to work collaboratively and by consensus.
Sitting in a normal seated position for extended periods of time;
Reaching by extending hand(s) or arm(s) in any direction;
Finger dexterity to manipulate objects with fingers rather than with whole hand or arm, for example, using a keyboard;
Communication skills using the spoken word; Ability to see and hear within normal parameters; Ability to move about workspace.
Classified Title: Director Financial Operations Working Title: Director Financial Operations - ACH Role/Level/Range: L/04/LF Starting Salary Range: $92,570-$127,270 / Commensurate with Experience Employee group: Full Time Schedule: Monday - Friday, 8:30a.m - 5:00p.m / 37.5 hours per week Exempt Status: Exempt Location: 04-MD:School of Medicine Campus Department name: 60002426-All Childrens Personnel area: School of Medicine
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