We are seeking an Assistant Administrator. The division administrator serves as the primary point of contact for all faculty any cardiology-related matters to act a resource for questions, participate in faculty-led program planning and to navigate other offices and contacts across Hopkins to ensure resolution for the individual faculty member.
Specific Duties & Responsibilities
Manage all financial lines of business (clinical, research, gift, endowment, etc.) whose total revenues are in excess of $40 million dollars.
Meet and exceed operating target set by the department and school participate in annual performance improvement goals. Review monthly account and/or business plan activity, correct errors, and inform Division Director, faculty, and DOM Administrators 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 $10 million).
Ensure accurate compliance of faculty billing activity in accordance with CPA guidelines.
Develop faculty profit and loss statements or other metrics to regularly update the Division Director on faculty productivity reporting.
Advise the Division Director on a broad range of issues including changes and trends in external funding sources, institutional policies and strategic objectives for research and education and other compliance concerns.
Develop strategies with the Division Director and faculty for establishing and utilizing discretionary funds that aligns donor intent, budget guidelines and applicable JHU policies.
Supervise budget development of all grant and contract proposals and post award management. Oversee and provide high level mentorship and ongoing training to the division's grants and contracts staff (annual awards in excess of $10 million).
Monitor faculty and staff (100+) 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 annual operating budget for submission to the Department of Medicine that aligns with annual budget target.
Program Planning & Development
Work collaboratively with the CAO of the Heart and Vascular Institute to develop detailed business plans for new faculty recruitments and clinical services. Ensure coordination of resources necessary to bring new faculty to the division such as support staff, institutional support and laboratory space.
Work collaboratively with the fellowship directors and other education leaders to support the trainees in the division ensuring financial viability and compliance with all applicable institutional policies and outside accrediting bodies.
Serve as lead for division meetings including scheduling with administrative staff, developing agendas, note taking and ensuring follow up. Regular division meetings include weekly leadership meetings, all faculty meetings and section meetings.
Develop staff job descriptions for new hires and restructure current job descriptions 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.
Ensure faculty credentialing, appointment and reappointments are managed in a timely way and in line with SOM polices and best practices.
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, 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 Director in the form of decision options.
Maintain space and equipment inventories, including serving as the primary administrative contact for the DOM facilities team and measuring key space metrics such as research funding dollars per square foot of laboratory space.
Work with DOM facilities team to outline existing opportunities to improve space utilization and define needs and justification for additional space when necessary.
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 & Leadership
Conduct self in an exemplary fashion to achieve goals and set example for others within the division.
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.
Growth & Profitability
With the Division Director, allocate services and resources within the division to develop efficiencies, improve and maintain the services of the assigned areas, and maximize financial performance.
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.
Department of Medicine Administration, Department of Medicine Billing Office, Office of Research Administration, School of Medicine Business Office, Office for Faculty Information, Research Accounting, Equipment and Space Accounting, General Accounting, Payroll, Accounts Payable, Purchasing, IT@JH. Various other departments and divisions in the School of Medicine and the JHM Heart and Vascular Institute.
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)
Bachelor's Degree in Business, Finance, Health Administration, Accounting or other related discipline.
Minimum of 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 two (2) years financial management experience (e.g., planning, directing, monitoring, organizing, and controlling monetary and non-monetary resources), preferably in an academic or medical setting required.
Ability to supervise, lead and train financial staff.
Knowledge of accounting and budgeting theory and practices.
Ability to supervise, lead, and train financial staff.
Special Knowledge, Skills & Abilities
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 judgements 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.
Master's Degree strongly preferred.
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.
Classified Title: Assistant Administrator - Clinical Role/Level/Range: ATP/04/PF Starting Salary Range: $83,100 - $114,230 (Commensurate with experience) Employee group: Full Time Schedule: M-F 8am-5pm Exempt Status: Exempt Location: School of Medicine Campus Department name: SOM DOM Cardiology Personnel area: School of Medicine
Please refer to the job description above to see which forms of equivalency are permitted for this position. If permitted, equivalencies will follow these guidelines:
30 undergraduate degree credits (semester hours) or 18 graduate degree credits may substitute for one year of experience. Additional related experience may substitute for 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.
The successful candidate(s) for this position will be subject to a pre-employment background check.
All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.
If you are interested in applying for employment with The Johns Hopkins University and require special assistance or accommodation during any part of the pre-employment process, please contact the Talent Acquisition Office at firstname.lastname@example.org. For TTY users, call via Maryland Relay or dial 711. For more information about workplace accommodations or accessibility at Johns Hopkins University, please visit accessibility.jhu.edu.
The following additional provisions may apply, depending on campus. Your recruiter will advise accordingly.
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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