Administrative Manager

The Regional Municipality of Durham; Baltimore (MD); Hybrid; USD 62,000 - 111,000; Full time

Job summary

A leading healthcare institution is seeking an Administrative Manager to oversee the Division of Cardiology's administrative operations. The successful candidate will manage staff, coordinate activities, and support the financial activities of the division, ensuring smooth operations and compliance with internal policies.

Qualifications

• Five years progressively responsible administrative or financial experience.
• Experience managing staff and overseeing operational activities.
• Strong financial oversight skills.

Responsibilities

• Provide administrative oversight of the Division of Cardiology.
• Coordinate and approve administrative staff absences and manage performance.
• Assist with budget preparation and monitor financial activities.

Skills

Leadership

Organizational Skills

Financial Management

Education

Bachelor's Degree in Business, Finance, Accounting or related field

Master's Degree in related field

Job description

We are seeking an Administrative Manager to manage the administrative operations, oversee associated administrative support staff, and assist with administrative and financial activities of the Division of Cardiology. The Administrative Manager will report to the Division Administrator. This role encompasses the administrative management of the activities of a large and multipart office structure at the East Baltimore and Bayview campuses. The manager will help coordinate activities for the Division Administrator, small and large engagements, scheduling, faculty interactions, faculty appointments and letters of support, interactions with the office(s) of the Dean(s), other department Administrators, donors and executive offices of the School of Medicine, The Johns Hopkins Hospital, Johns Hopkins Bayview Medical Center and Johns Hopkins Health System.

Specific Duties & Responsibilities

Administrative and Operational Leadership

• Provide administrative oversight of administrative assistants within the Division of Cardiology. Develop policies and oversee the implementation and monitoring of administrative support, and set guidelines for effective, efficient, and administrative operations.
• Serve as Office Manager for the Division of Cardiology; responsible for generating the schedule, monitoring administrative coordinators' productivity and performance.
• Review and develop staff job descriptions necessary for new hires and restructure current job descriptions for upgrading of staff positions at administrative assistant levels. Work closely with DOM Human Resources for appropriate classification and salaries.
• Supervise/lead administrative staff. Assist vice-chairs, administrators, associate administrators with hiring/firing/performance management of staff necessary for day-to-day office operations.
• Coordinate and approve administrative staff absences, 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 of Cardiology. Make recommendations to Division Administrator, Administrators and Vice Chairs in the form of decision options.
• Serve as primary point of contact for faculty and trainees who require letters of support from the Division Administrator in support of appointment, grant application or other, competitive processes
• Review all documentation that comes to the Division Administrator for signature ensuring their completeness and no obligations are made on behalf of the department without explicit approval.

Program Planning and Management

• Independently provide support for event planning, policy development and strategy development, and make recommendations accordingly.
• Responsible for regular reporting to Administrators and Vice Chairs for operational support
• Work with Divisional Administrators to establish, develop and revise meeting agendas to ensure the continuity of ongoing discussions and problem resolution
• Under the direction of the Division Administrator, effectively communicate all new/revised policies to faculty.
• Prepare documentation for faculty reviews, updates and ongoing efforts.
• Ensure follow up on assignments made in meetings to keep projects/tasks on established timelines
• Track ongoing department issues and initiatives and ensure matters are addressed regularly at appropriate meetings
• Oversee planning and execution of events sponsored by the Division of Cardiology (e.g., faculty retreats, DOM Town Hall, Research Retreat, etc.)
• Address patient concerns and ensure prompt resolution, in coordination with Patient Relations and affected parties.

Financial

• Work with designated finance manager to monitor expenses and financial activity of the division.
• Assist with budget preparation for accounts, review expenditures and reconciliation of accounts, develop strategy for expenditure control.
• Act as division level approver for financial transactions and reimbursements for administrative personnel.
• Oversee procurement card and reimbursement activities associated with the Division Administrator, reconcile purchases according to JHU policy.

Climate Setting and Leadership

• Establish communication channels with staff and faculty to ensure that they receive information on internal and external issues which affect the operations of assigned areas.
• Provide advice, assistance and service that aids in attaining related objectives
• Serve as a source of information to senior leadership and other external and internal personnel.

Minimum Qualifications

• Bachelor's Degree in Business, Finance, Accounting or related field.
• Five years progressively responsible professional-level administrative or financial experience related to monetary or non-monetary resources of a department, center or unit.
• Additional education may substitute for required experience and additional related experience may substitute for required education beyond high school diploma/graduation equivalent, to the extent permitted by the JHU equivalency formula.

Preferred Qualifications

• Master's Degree in related field.

Classified Title: Administrative Manager
Role/Level/Range: ATP/04/PD
Starting Salary Range: $62,900-110,100 Annually ($85,000 Targeted; Commensurate w/exp)
Employee group: Full Time
Schedule: 8:30 AM - 5:00 PM, M-F
FLSA Status: Exempt
Location: Hybrid/School of Medicine
Department name:SOM DOM Cardiology
Personnel area: School of Medicine

Salary Range

The referenced salary range represents the minimum and maximum salaries for this position and is based on Johns Hopkins University's good faith belief at the time of posting. Not all candidates will be eligible for the upper end of the salary range. The actual compensation offered to the selected candidate may vary and will ultimately depend on multiple factors, which may include the successful candidate's geographic location, skills, work experience, internal equity, market conditions, education/training and other factors, as reasonably determined by the University.

Total Rewards
The referenced base salary range represents the low and high end of Johns Hopkins University's salary range for this position. Not all candidates will be eligible for the upper end of the salary range. Exact salary will ultimately depend on multiple factors, which may include the successful candidate's geographic location, skills, work experience, market conditions, education/training and other qualifications. 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/.

Education and Experience Equivalency
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 Completing Studies
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.

Background Checks
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.

Diversity and Inclusion
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

The Johns Hopkins University is committed to equal opportunity for its faculty, staff, and students. To that end, the university does not discriminate on the basis of sex, gender, marital status, pregnancy, race, color, ethnicity, national origin, age, disability, religion, sexual orientation, gender identity or expression, veteran status or other legally protected characteristic. The university is committed to providing qualified individuals access to all academic and employment programs, benefits and activities on the basis of demonstrated ability, performance and merit without regard to personal factors that are irrelevant to the program involved.

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
https://www.eeoc.gov/sites/default/files/2023-06/22-088_EEOC_KnowYourRights6.12ScreenRdr.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 [e-mail]. For TTY users, call via Maryland Relay or dial 711. For more information about workplace accommodations or accessibility at Johns Hopkins University, please visit https://accessibility.jhu.edu/.

Vaccine Requirements
Johns Hopkins University strongly encourages, but no longer requires, at least one dose of the COVID-19 vaccine. The COVID-19 vaccine does not apply to positions located in the State of Florida. We still require all faculty, staff, and students to receive the seasonal flu vaccine. 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. This change does not apply to the School of Medicine (SOM). SOM hires must be fully vaccinated with an FDA COVID-19 vaccination and provide proof of vaccination status. 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.

Hybrid: On-site 3-4 days a week