Career Center
Astoria, Oregon, Oregon
Minneapolis, Minnesota
Minneapolis, Minnesota
Posted: 03-May-23
Location: Baltimore, Maryland
Salary: Open
Internal Number: 108986-en_US
We are seeking an Assistant Administrator - Clinical who will manage the operational and administrative activities of the Department of Plastic and Reconstructive Surgery. The position reports directly to the Administrator for the Department. This job encompasses the management of a complex departmental structure encompassing human resources, operational oversight, program development and other administrative operations of the department across the East Baltimore, Bayview campuses, and satellite clinics.
Specific Duties & Responsibilities
Program Planning
- Supports development of tactical business plans in conjunction administrative leaders in the DOPRS, SOM, JHH, JHBMC and other affiliated institutions.
- Provides operational support and oversight, as needed, to faculty who are practicing in satellite locations.
Administrative - Human Recources
- Develops staff job descriptions for new hires and restructures current job descriptions for upgrading of staff positions as needed. Works closely with Department and SOM/JHH/BMC Human Resources for appropriate grading and salaries. Acts as the hiring manager for SOM Medical Office Supervisor and SOM BMC based administrative coordinator positions.
- Supervises/trains/leads administrative staff including medical office supervisors and administrative coordinators across both campuses. Manages performance, hires and fires staff if indicated. Provides recommendations for staffing resource allocations.
- Works with senior administrative coordinator and finance manager to ensure that departmental payroll is completed in a timely and accurate manner. Stays 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. Keeps apprised of annual review dates for direct and indirect reports. Conducts payroll for both hospital and university employees.
- Responsible for all events surrounding Employee engagement surveys including planning, reminders, dissemination and action planning.
- Coordinates and approves all support staff leave and overtime. Oversees and maintains compliance of the web-based time and attendance system (E210 and KRONOS).
- Orients all new employees to the department, ensures 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.). Orients clinical operations employees to understand the differences in their role.
- Makes recommendations about existing opportunities to improve space utilization and defines needs and justification for additional space to the administrator and chair.
- Provides information concerning department, hospital and school policies to administrative staff.
- Develops new administrative policies and procedures as needed to ensure smooth operation of the department. Makes recommendations to the administrator and chair in the form of decision options.
Administrative - Quality & Safety
- Assist with the development of the Department quality dashboard and ensure metrics are measured on a monthly basis.
- Assists with development, tracking and reporting of Department quality and safety measures.
Operations Management
- Attends monthly clinic managers' meetings and disseminates information to staff and faculty as needed.
- Act as ambulatory EPIC liaison for faculty and staff in the Department at both campuses and satellite locations.
- Collaborates with nursing leadership and VP Clinical Operations to ensure optimal clinic operations.
- Provides practice management leadership as needed to all faculty practices in East Baltimore and Bayview.
- Ensures that all patient access goals are met for clinic visits and OR scheduling.
- Develops systems for administrative workflow in accordance with Departmental Goals.
- Develops and maintains proficiency in process improvement methodologies and applies these skills to departmental projects.
- Ensures appropriate levels of staffing in all administrative areas. Makes recommendations for hiring staff as needed.
- Performs administrator support to the BMC Burn Center.
- Serves as primary administrative resource to the BMC campus.
Climate Setting & Leadership
- Conducts self in an exemplary fashion to achieve goals and sets example for others within the Department.
- Establishes 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.
- Conduct multi-site teambuilding opportunities for clerical staff.
- Aid in the professional development for clerical staff. Assist in finding trainings or courses related to their position and professional goals.
- Serves as back-up for the administrator, as needed.
Patient Experience/Complaints
- Manages departmental operations in order to ensure patient-centered activities and maximize patient satisfaction scores. Utilizes patient satisfaction data to identify opportunities for improvement in departmental workflow.
- Makes recommendations on how to improve patient satisfaction.
- Ensures availability and, if necessary, develop patient and family support services for the assigned areas.
- Investigate and respond to patient complaints from the Patient Relations department as well as real-time complaints in ambulatory clinic setting and/or inpatient hospital setting.
Information Systems
- Supports implementation of new IS systems by attending training, advising on development of templates, training staff, etc.
- Act as EPIC administrative Superuser and liaison for Department.
Contacts
- Internal, Department of Plastic and Reconstructive Surgery Administration, Department of Plastic and Reconstructive Surgery Production Unit, various Bayview departments, Satellite Clinics (White Marsh, Greenspring, Odenton), , Payroll, Accounts Payable, Purchasing, and Information Systems. Various other departments and divisions in the School of Medicine. External: External affiliated hospitals and ambulatory surgical centers, and various vendors and service providers (e.g., supply companies, professional medical organizations and societies, contractors). internal: Department of Plastic and Reconstructive Surgery Administration, Department of Plastic and Reconstructive Surgery Production Unit, various Bayview departments, Satellite Clinics (White Marsh, Greenspring, Odenton), , Payroll, Accounts Payable, Purchasing, and Information Systems. Various other departments and divisions in the School of Medicine. External: External affiliated hospitals and ambulatory surgical centers, and various vendors and service providers (e.g., supply companies, professional medical organizations and societies, contractors).
- Internal, Department of Plastic and Reconstructive Surgery Administration, Department of Plastic and Reconstructive Surgery Production Unit, various Bayview departments, Satellite Clinics (White Marsh, Greenspring, Odenton), , Payroll, Accounts Payable, Purchasing, and Information Systems. Various other departments and divisions in the School of Medicine.
- External, External affiliated hospitals and ambulatory surgical centers, and various vendors and service providers (e.g., supply companies, professional medical organizations and societies, contractors).
Special Knowledge, Skills & Abilities
- Ability to supervise, lead, and train administrative staff.
- 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.
Minimum Qualifications
- Bachelor's Degree in business, Finance, Accounting or another related field.
- Minimum of five years' experience in a financial and administrative position, preferably in an academic or medical setting.
- Master's degree in a related field may substitute for required experience, to the extent permitted by the JHU equivalency formula.
Preferred Qualifications
- Master's Degree preferred.
Classified Title: Assistant Administrator - Clinical
Role/Level/Range: ATP/04/PF
Starting Salary Range: $83,100-$114,230-$145,360 Annually (Commensurate with experience)
Employee group: Full Time
Schedule: M-F/37.5
Exempt Status: Exempt
Location: Hybrid/School of Medicine Campus
Department name: SOM Plastic Surgery
Personnel area: School of Medicine
Total Rewards
The referenced salary range is based on Johns Hopkins University's good faith belief at the time of posting. Actual compensation may vary based on factors such as geographic location, work experience, market conditions, education/training and skill level. Johns Hopkins offers a total rewards package that supports our employees' health, life, career and retirement. More information can be found here: https://hr.jhu.edu/benefits-worklife/
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:
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 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.
The successful candidate(s) for this position will be subject to a pre-employment background check. Johns Hopkins is committed to hiring individuals with a justice-involved background, consistent with applicable policies and current practice. A prior criminal history does not automatically preclude candidates from employment at Johns Hopkins University. In accordance with applicable law, the university will review, on an individual basis, the date of a candidate's conviction, the nature of the conviction and how the conviction relates to an essential job-related qualification or function.
The Johns Hopkins University values diversity, equity and inclusion and advances these through our key strategic framework, the JHU Roadmap on Diversity and Inclusion.
Equal Opportunity Employer
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.
EEO is the Law
Learn more:
https://www.eeoc.gov/sites/default/files/migrated_files/employers/poster_screen_reader_optimized.pdf
Accommodation Information
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 jhurecruitment@jhu.edu. 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.
Johns Hopkins has mandated COVID-19 and influenza vaccines, as applicable. Exceptions to the COVID and flu vaccine requirements may be provided to individuals for religious beliefs or medical reasons. Requests for an exception must be submitted to the JHU vaccination registry. For additional information, applicants for SOM positions should visit https://www.hopkinsmedicine.org/coronavirus/covid-19-vaccine/ and all other JHU applicants should visit https://covidinfo.jhu.edu/health-safety/covid-vaccination-information/.
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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