We are seeking an Assistant Administrator - Clinical whowill direct all administrative and financial functions and will provide professional level support for the Adult Cardiac Surgery division at the Johns Hopkins Hospital (60%) and in the Department of Surgery School of Medicine (40%). The position supervises and supports the Cardiac Clinical Trials Administrator, Cardiac research and laboratory staff, and Cardiac Surgery Clinical Research Nurses. Acts as a partner with the department Clinical Operations Manager to supervise medical office coordinators. Acts as a team leader bringing together nurse, advanced practice, surgeon, intensivist, data management, financial, and other multi-disciplinary personnel to work toward common goals.
The Assistant Administrator has a matrix reporting relationship to the SOM Surgery administrator, and Heart and Vascular Chief Administrative Officer (CAO). Works in close partnership with Division chiefs, Advanced Practice director of Heart and Vascular Service Line and department and JHH leadership to coordinate all necessary operational and administrative issues including financial analysis, budgeting, operations integration, revenue enhancement activities, marketing, philanthropic development, training programs, and initiatives in partnership with the Heart and Vascular Service Line. Participates with Department and Service Line Leadership in strategic planning and business strategy to support adult cardiac surgery programs.
Reports to: SOM Department of Surgery Administrator and Heart and Vascular CAO
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. Assist with onboarding and off boarding as necessary.
In partnership with the Clinical Operations Manager, 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.
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.
Lead weekly Cardiac Surgery Operations meeting to review all on-going efforts to streamline staffing, supply chain and OR management.
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 Department of Surgery Administrator 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 chiefs, 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.
In partnership with Cardiothoracic Residency Program Coordinator and Program Director, coordinates all necessary operational and administrative issues.
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.
Clinical Operations & Finance:
Responsible for all financial lines of business (clinical research, gift and endowment) whose total revenues are in excess of $19 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.
Proactively addresses financial, operational and clinical concerns across all hospitals and ambulatory areas where the cardiac 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 HV Service Line CAO and Surgery Finance office to assist in development of the divisional budget and annual forecasts.
Provide financial reports and analyses as needed or requested.
Partner with the HV CAO to 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 and analyze monthly, quarterly, and annual financial and operational reports for Division Leadership, Departmental Chair & Heart and Vascular Service Line CAO. Partner with HVI and JHH leadership to support implementation of clinical operations redesign processes and workflows.
Develop strategies with the Division Leadership and faculty for establishing and utilizing discretionary funds for the preservation of the Division's teaching, research, and patient care missions.
Growth & Profitability:
With the Heart and Vascular Leadership, 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.
Marketing & Outreach:
Partner with the Heart and Vascular CAO to oversee 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 Heart and Vascular Service Line Leadership and supports outreach initiatives toward those goals.
Provides analysis of referring physician/provider trends and measures the impact of outreach activities; regularly shares reports with division and service line leadership.
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
Serves as a point-person to Central Finance for hospital-related questions and projects.
Cardiac Surgery Community Support:
Work closely with HV Service Line Leadership, Surgery CAO and Department administrator to recruit and retain surgeons and strategically expand surgical programs in the community
Work with community hospital administrative leadership to review metrics, productivity, marketing efforts, operational and financial issues
Cardiac clinical trials administrator, Cardiac research and laboratory staff, and Cardiac Surgery Clinical Research Nurses.
Includes hiring/firing, discipline and human resources issues.
Minimum Qualifications (Mandatory):
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. Additional professional experience might substitute for the degree requirement as permitted by JHU equivalency formula.*
*JHU Equivalency Formula: 30 undergraduate degree credits (semester hours) or 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.
** Applicants who do not meet the posted requirements but are completing their final academic semester/quarter will be considered eligible for employment and may be asked to provide additional information confirming their academic completion date.
Special Knowledge, Skills & 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.
Previous JHU financial and administrative experience highly preferred.
Classified Title: Assistant Administrator - Clinical Role/Level/Range: ATP/04/PF Starting Salary Range: Commensurate with experience Employee group: Full Time Schedule: M-F 8-5 pm Exempt Status: Exempt Location: School of Medicine Campus Department name: SOM Sur Cardiac Surgery Personnel area: School of Medicine
The successful candidate(s) for this position will be subject to a pre-employment background check.
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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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