The division of General Internal Medicine and Addiction Medicine is seeking an Associate Administrator. The position reports directly to the Division Director and Clinical Directors and the Academic Administrator for the Department of Medicine to ensure efficient and coordinated functioning of the Divisions as a unit. This job encompasses the management of a large and complex divisional structure encompassing finances, human resources, program/business development, and other fiscal and administrative operations of the division for 80+ faculty/physicians and 150+ staff. Specific Duties & Responsibilities Financial Program Planning & Development Administrative
- Supervise/train/lead administrative staff in excess of 150 individuals. Assist other divisional supervisors with hiring/firing of staff necessary for day-to-day program operations. Develop staff job descriptions for new hires and restructure current job descriptions for upgrading of staff positions 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.
- Coordinate and approve all support staff leave and overtime. Oversee and maintain compliance of the web-based time and attendance system (E210).
- Develop new administrative policies and procedures as needed to ensure smooth operation of the Division. Make recommendations to Division Chief in the form of decision options.
- Maintain space and equipment inventories for compliance with SOM, JHH, and governmental guidelines.
- Outline existing opportunities to improve space utilization and define needs and justification for additional space to the DOM, SOM, and JHH.
- 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.
- Coordinate Division response to internal disasters (e.g., flooding, facilities issues, etc.) and external emergencies (e.g., severe weather, international incidents, etc.)
- Maintain Division compliance with all appropriate regulatory and accrediting bodies (e.g., NIH, HSCRC, The Joint Commission) in all areas of operations, including personnel management, facilities, clinical workflows, etc.
Climate Setting & Leadership
- Conduct self in an exemplary fashion to achieve goals and set example for others within the division.
- Serve as a representative of the division and department to the Department, School, affiliates, patients and other external parties.
- 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.
Patient Satisfaction/ Complaints
- Serve as a liaison to health care agencies and insurance companies in a manner consistent with the University's policies and goals. Address concerns that agencies and companies may have with departmental leadership.
- Work with Clinical Directors and managers to address patient complaints and ensure prompt resolution of their concerns.
- Ensure availability and, if necessary, develop patient and family support services for the assigned areas.
- Growth and Profitability:
- With the Director, 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 divisional faculty, department administration, the Office of Research Administration and/or the Business Office, as appropriate.
Information Systems
- Maintain active communication with the Medicine Network team to keep an accurate record of all division IT assets, including developing practices to ensure computers are in compliance with JHM computer acquisition and data security policies.
- Research and evaluate software packages and make suggestions regarding purchases of new programs and upgrades of existing programs to maximize productivity with divisional faculty and staff. Integrate applications, troubleshoot software problems and provide basic instructional and technical support.
Special Knowledge, Skills, & Abilities
- Ability to supervise, lead, and train financial staff.
- 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 an academic medicine 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
Minimum Qualifications
- 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 a related field may substitute for required experience, to the extent permitted by the JHU equivalency formula.
Preferred Qualifications
- MBA, MHA, MPH, or other related advanced degree preferred.
- Knowledge and understanding of the Johns Hopkins University accounting system and related fiscal offices.
- Specific knowledge of the operation of the Division preferred.
Classified Title: Associate Administrator - Clinical
Job Posting Title (Working Title):Associate Administrator
Role/Level/Range: L/04/LF
Starting Salary Range: $97,200 - $170,200 Annually ($140,000 targeted; Commensurate with experience)
Employee group: Full Time
Schedule: M-F; 8:30-5:00
Exempt Status:Exempt
Location:School of Medicine Campus
Department name: SOM DOM General Internal Medicine
Personnel area: School of Medicine
Total Rewards 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 EEOis the Law: Accommodation Information Johns Hopkins has mandated COVID-19 and influenza vaccines, as applicable. The COVID-19 vaccine does not apply to positions located in the State of Florida. 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 upon 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.
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/.
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.
https://www.eeoc.gov/sites/default/files/2023-06/22-088_EEOC_KnowYourRights6.12ScreenRdr.pdf
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