Sr. Administrative Manager in Baltimore, MD

$80K - $100K(Ladders Estimates)

Johns Hopkins University   •  

Baltimore, MD 21201

Industry: Education, Government & Non-Profit


5 - 7 years

Posted 30 days ago

General Summary/Purpose

Under the direction of the division chiefs and departmental Associate Administrator, this individual is responsible for the fiscal, administrative and operational management of the Divisions of Pediatric Pulmonary and Pediatric Nephrology. This includes strategic planning, development and management of budgets, grants, management of all clinical operations, oversight of clinical practice billing, daily and monthly personnel management, supporting outreach programs as well as affiliate programs, and supporting the research endeavors of the divisions. Will interact with faculty and administration within the Johns Hopkins Medical Institutions, and with local and national organizations.

Specific Duties & Responsibilities

50% - Develop divisional budgets with input from the division chiefs, faculty and departmental administration in accordance with departmental standards. Participate in all budget meetings and respond to inquiries for information and data in an efficient manner. Monitor operational and financial performance compared to budget. Review and analyze appropriate Johns Hopkins Hospital finances for the divisions. (This includes supply purchases, maintenance contracts and salary and benefit charges.) Manage grant, discretionary, clinical practice, and joint agreement budgets, assuring that budget changes are allocated and monitored. Perform monthly and annual reconciliation of all division funds in a timely manner. Manage day to day financial responsibilities, such as, preparation and authorization of purchase requests, expenses, travel expense reports, and depositing checks. Prepare budget changes, expenditure transfers and monitor petty cash account. Work with division chiefs and faculty to manage division expenditures within budgetary constraints. Maintain appropriate communication with division chiefs and departmental and institutional representatives regarding financial performance. Assist faculty in the preparation of grant and contract budgets, and ensure timely submission to departmental finance office. Is responsible that submitted applications are completed in accordance with institutional and sponsor guidelines. Monitor all contractual agreements to assure that funds are received and deposited accordingly.

20% - Directly participate in the all clinical contract negotiations with department administration. (Interact specifically with the administrator, including responding to RFAs, and affiliations agreements.) Monitor invoicing, payments and compliance with contracts. Participate in marketing and outreach meetings with faculty, departmental administration and institutional representatives. Assist in the development of promotion of the programs. Develop and coordinate regional sites with faculty and departmental administration, including site selection, financial analysis, start up, and establish procedures for billing, scheduling and reporting. Prepare ad hoc business plans for future growth and new programs. Identify, develop and coordinate with the Offices of Development and External Affairs, divisional fund raising and public relations programs. Oversee negotiation of budgets for commercially funded research studies. Also oversees the billing aspect for all studies.

20% - Hire, train, supervise and discipline all administrative and division clinical support staff. Coordinate secretarial support for appointment scheduling, transcription, preparation of grants, manuscripts, book chapters, and slide presentations by faculty and fellows. Implement and adhere to Johns Hopkins University and departmental policies and procedures in the division. Handle all payroll and personnel issues for faculty, fellows, and staff of the divisions. (This includes completion of payroll forms, time and attendance records, and annual performance reviews.) Individuals must utilize electronic processing when viable. Coordinating with the division chiefs, supervise all staff including hiring, training, disciplining and terminating authority.

5% - Interact with the Associate Administrator for Clinical Practice and the Production Unit Manager on issues related to professional fee billing. Supervise completion and submission of professional fee vouchers in a timely and efficient manner. Analyze monthly clinical practice revenue reports to ensure accurate charge capture. Develop billing systems and practices as required. Design and implement new processes for coding and charge capture as required. Analyze professional fee billing data using IDX and PCX systems to create and maintain divisional productivity reports.

Handle patient complaints as appropriate. Coordinate these activities with other services as necessary.

5% - Represent their divisions and the division chiefs in meetings with the department, other departments, institutions and professional organizations. Respond to routine correspondence as warranted. Develop and maintain an operational plan that will allow clinical, research and teaching activities of the divisions to function in a cohesive and synergistic manner. Ensure appropriate staff coordinate division conferences, travel, and teaching and continuing education activities. Ensure smooth operation of the divisional clinical activities, including supervision and upkeep of medical records, databases and liaison activities with referring physicians and hospitals. Coordinate division projects such as facility renovations, selection and purchase of furnishings, supplies and office equipment, and information systems. Participate in strategic planning activities with the Division Director, administration, faculty and staff. Assist departmental credentialing staff with obtaining accurate information for appropriate appointment of faculty and fellows.

Minimum Qualifications

Bachelor's degree in business, finance, accounting, or other related field.

Five (5) years progressively responsible professional-level administrative or financial experience related to monetary or on-monetary resources of a department, center or unit.

Valid Through: 2019-11-14