We are seeking an Assistant Administrator - Clinical who will be responsible for the overall administration, management and long-term growth and success of the Division of Occupational and Environmental Medicine. Combines personnel management, account management, accounts payable, accounts receivable, financial review/analysis, human resources (recruitment and retention), sales and marketing. The position reports directly to the Division Director and the Administrator for the Department of Medicine.
Specific Duties & Responsibilities
Oversee the day-to-day operations of all on site clinic operations (currently 60+ clinics) including the direct management of 5 regional coordinators, 2 recruiters, 1 RN and one Administrative Coordinator; Develop staff through coaching, mentoring, rewarding, training and guiding.
Perform annual performance evaluations for direct reports and E210 approvals.
Assemble a stable, professional staff with the education and experience levels necessary to meet the mission of the Division; Align people and projects to achieve initiatives
Develop relationships with key customers to achieve continually increasing customer satisfaction and penetration.
Develop systems and procedures to ensure consistent efficient operations and adherence to professional standards, Johns Hopkins policies and procedures and federal and state regulations.
Develop guidelines and reporting mechanisms for prioritizing work activities, evaluating effectiveness, modifying activities as necessary.
Formulate overall tactical planning for Division which incorporates growth, viability, profitability and fosters the continued advancement of patient care, research and consulting.
Ensure timely and appropriate problem resolution and follow up to clients as required.
Manage relationship and communication between JHHC Solutions and DOEM
Ensure all patients and clients receive prompt, courteous, friendly and professional attention to their needs and requests.
Develop and maintain relationship with national clinical supplier to ensure competitive pricing for opening and maintaining the onsite clinic operations.
Evaluate all significant costs and relationships to identify profit improvement opportunities.
Establish and maintain communication channels with staff and physicians around the country to ensure they receive information on internal and external issues which effect the operations as well as provide advice, assistance and service that aids them in attaining their objectives.
Act as a source of information for senior leadership and other external and internal personnel regarding occupational medicine services and practices
Supervise administrative staff; Perform annual performance evaluations and E210 approval.
Evaluate and manage space utilization and needs.
Monitor faculty and staff percent of effort expended on research and contracts and ensure appropriate salary allocations; Execute eforms to correct salary misallocations.
HR Related Activities
Oversee part time internal RN recruiters and ensure consistent approach to recruitment and interview process.
Perform ISR Position Create as necessary to create new position numbers.
Conduct interviews with prospective candidates via telephone and in person.
Conduct telephone reference checks for prospective candidates as needed.
Obtain salary approval from Compensation and manage all salary negotiation.
Orient all new employees to the University including completion of all online and paper HR and OHS forms as well as on line orientations.
Work with HR Compensation to conduct all salary review requests.
File FMLA paperwork as required and conduct associated Leave With/Without Pay ISRs.
Manage all employee overpayments in conjunction with DoM HR Representatives.
Report all employee disciplinary and/or work issues to DoM HR team and General Counsel's office and work to resolve issues in an efficient and timely manner.
Oversee and participate in all disciplinary and termination meetings.
Primary liaison with Randstad for agency personnel.
Manage all relationships with outside recruiting and placement agencies to include contract and fee negotiation.
Receive all CVs of prospective candidates and review for maintain communication with outside recruiting/placement agencies during interview period.
Review/approve all annual performance evaluations and determine annual merit increase.
Finance & SAP
Manage all Division funds including clinical and research. Review monthly statements of account activity and work with DoM Finance Team to correct errors, terminate accounts and reconcile accounts.
Perform Nexus reconciliation.
Provide, review, and analyze the Division's finances. Monitor Division collections. Develop appropriate strategies to create billing efficiencies.
Budget preparation and review with DoM Finance Team.
Identify accruals and present to DoM Finance Team.
Prepare Quarterly, Half Year and Annual Reports.
Meet with DoM Administration and Finance Teams regularly to review Divisional activities.
Review all monthly Pcard purchases by DOEM staff for appropriateness and re-bill to client.
Review all monthly charges for agency personnel and re-bill to client.
Approve all Divisional invoices submitted in SAP.
Shopping Cart (PO) Requisitioner and Approver.
Execute all ISR Hires for all new Divisional employees in timely fashion to ensure prompt first paycheck.
Execute all ISR Salary Change for non-merit increases (i.e., market & equity increases).
Execute all ISR Terms in timely fashion to ensure prompt terminations and avoid overpayments.
Execute all ISR LOAs for STD, FMLA and LTD.
Execute all e-forms for salary requirements as needed.
Approve all Divisional Travel & Expense reports.
Stay apprised of weekly and semi-monthly payroll deadlines to ensure all processes have been completed.
Research all payroll related questions in Offcycle Workbench and other SAP applications prior to reaching out to Payroll.
Sales, Marketing & Contract Management
RFP Preparation and Review.
Primary liaison with JHHC Solutions team, negotiate fees, draft contracts and work orders, finalize scope of work.
Participate in all business development activities including sales calls, needs analysis, routine service visits, site tours, plant tours and client education and training activities.
Serve as Client Account Manager to the following clients
PepsiCo, Hughes Network Systems, Latham & Watkins, AARP, The NORDAM Group, Coastal Sunbelt, Bell & Evans, FASTC, Davis & Polk, JHHC.
Develop relationships with key customers and ensure other operations personnel do the same in order to achieve continually increasing customer satisfaction and penetration.
Conduct regular communications via telephone, email and in person to assess satisfaction with JHU contract/partnership.
Work with client, direct reports and clinical staff to develop goals and objectives.
Provide quarterly and annual reports as needed.
Oversee all invoicing and accounts receivable initiatives to ensure accuracy and timely invoicing and payments.
Manage contract renegotiation process to ensure smooth transitions from contract to contract.
Coordinate contract reviews with General Counsel and Risk Management Offices.
Work with IT Director to ensure compliance with client data transfer requests are provided on the required schedule.
Coordinate DOEM Annual Review and assist in presentation preparation.
Ensure DOEM EMR meets needs of faculty and staff; Work with IT Director to incorporate new programs.
Coordinate annual Management Retreat with approximately 10 attendees including hotel, meals and speakers.
Identify and coordinate independent contractor process to include documentation, justification and approvals by the Tax, Business and Procurement offices as well as the General Counsel's office; negotiate fees of all independent contractors and ensure compliance with Clinical Services Agreement.
Serve as primary liaison for the Division with internal Hopkins departments.
General Counsel's Office
Office of the Provost
Accounting/Payroll/HR Shared Services
SoM Human Resources
Environmental Health and Safety
Occupational Injury Clinic
Occupational Health Services
Johns Hopkins International
Serve as Primary Liaison for the Division with external companies/agencies.
Vendors (Randstad, Integrity, McKesson, PA Solutions, Yoh)
Professional Organizations (ACOEM, AAPHN, ABOHN)
Bachelor's Degree in Business, Finance, Accounting or other related field.
Seven 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 Public Health/Health Administration required, concentration in occupational health or healthcare operations preferred. JD/LLM preferred.
Master's degree in a related field may substitute for required experience, to the extent permitted by the JHU equivalency formula.
Experience in drafting and negotiating contracts/subcontracts is required. Healthcare and strategy development experience a plus. Experience or training to support legal and contract analysis responsibilities is required.
Excellent listening, negotiation, and presentation skills
Business development skills and experience in RFP preparation
Ability to maintain confidentiality.
Ability to make independent judgments and to act on decisions on a daily basis.
Demonstrated ability to communicate, present and influence credibly and effectively at all levels of the organization and clients, including executive.
Experience in delivering client focused solutions based on customer needs.
Proven ability to manage multiple projects at a time while playing strict attention to detail.
Excellent verbal and written communication skills.
Proficiency with Microsoft Word, Excel, Access, PowerPoint, Cority and SAP.
Classified Title: Assistant Administrator - Clinical Role/Level/Range: ATP/04/PF Starting Salary Range: Min $84,700 - Max $148,300 Annually ($110,000 targeted; Commensurate with experience) Employee group: Full Time Schedule: M-F 8:30-5:00 Exempt Status: Exempt Location: Hybrid/School of Medicine Campus Department name: SOM DOM Occupational Health 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.
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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