Sr. Administrative Manager

Barmont; Baltimore (MD); Hybrid; USD 71,000 - 125,000; Full time

Job summary

A leading university is seeking a Sr. Administrative Manager to oversee operational and administrative activities within the Department of Pediatrics. The role requires managing complex departmental structures, supervising staff, and ensuring compliance with program policies, aiming to enhance both operational efficiency and staff development across multiple campuses.

Benefits

Comprehensive health benefits

Professional development and training

Flexible working arrangements

Retirement plans

Qualifications

• Five years progressively responsible administrative or financial experience.
• Master's degree may substitute for experience.

Responsibilities

• Manage operational and administrative activities for General Pediatrics.
• Develop detailed business plans for programs.
• Supervise and train administrative staff across campuses.

Skills

Leadership

Organizational Skills

Analytical Skills

Communication

Education

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

Job description

We are seeking a Sr. Administrative Manager who will manage the operational and administrative activities of General Pediatrics, Bayview General Pediatrics, and Adolescent Medicine. The position reports directly to the Associate Administrator for the Department. This job encompasses the management of a complex departmental structure encompassing human resources, operational oversight, program development and other administrative and financial operations across the East Baltimore and Bayview campuses.

Specific Duties & Responsibilities

Program Planning

• Provides operational support and oversight, as needed, to faculty who are practicing in alternate locations.
• Participates in strategic planning and implementation of new programs and program growth, providing analysis and guidance on program billing and compliance considerations
  
• In collaboration with DOP Leadership, develop detailed business plans for new and existing departmental clinical and research programs to include market demand assessment, capital needs, facilities, departmental strengths and weaknesses, operational requirements, and implementation plans. Formulate detailed cost analyses for both University and Hospital finance as they relate to business plans.

Administrative

• Supervises/trains/leads administrative staff across both campuses. Manages performance, hires and fires staff inf indicated. Provides recommendations for staffing resource allocations.
  
• Work closely with faculty members and administration to develop staff job descriptions for new hires and restructures current job descriptions for upgrading of staff positions as needed. Works closely with Department and Pediatric Human Resources for appropriate grading and salaries. Supports the divisional hiring manager for SOM and SOM BMC based administrative positions.
  
• Develop new administrative policies and procedures as needed to ensure smooth operations of Divisions. Make recommendations to Department Associate Administrator and/or Administrator in the form of decision options.
  
• Work with Pediatric Human Resources and Department of Pediatrics Finance to ensure departmental payroll is completed in a timely and accurate manner. Stays apprised payroll deadlines and ensure forms for new hires, terminations, and salary and/or budget changes for current employees are processed. Keeps apprised of annual review dates for direct and indirect reports.
  
• Work with Pediatric Human Resources and divisional manager to hire and onboard the summer students for different programs across campuses.
  
• Orients divisional managers and faculty in relation to new employees to the department, including onboarding, compensation and employee relations.
  
• Outline existing opportunities to improve space utilization and define needs for additional space to the Department of Pediatrics Leadership.
  
• Provide pertinent information concerning department, hospital, and school policies to internal personnel.
  
• Supervise the selection of outside vendors and independent contractors. Formalize contracts and agreements according to university guidelines.
  
• Coordinates and approves staff leave and overtime. Oversees and maintains compliance of the web-based time and attendance systems (E210 & Kronos).
• Oversee effort reporting compliance and track percent of effort conflicts.

Operations/Financial Management

• Management of all non-sponsored accounts including invoicing for outside clinical contracts and interdepartmental programs.
  
• Provide monthly and ad hoc reports for providers and management providing charge, collection, and RVU budget variances.
  
• Works collaboratively with administration, finance, physicians, division management, and PBS leadership to answer questions, provide information and optimize clinical practice operations.
  
• Develops systems for administrative workflow in accordance with departmental goals.
  
• Reviews provider and division income data with department administration, CPA and PBS management. This will include the creation and management of the budgets for the professional fee billing by provider and division. Provide data analysis, trends, explanations, and recommendations using Excel, Cognos, and Epic reports.
  
• Participates in departmental planning, budgeting, and strategic decision making.
  
• Ensure proper management and compliance of all sponsored awards.
  
• Work as part of a team to complete activities related to research administration, pre- and post-award, including proposal development, preparation and submission, and post-award administration.
  
• Manages a number of ad hoc projects as assigned by the Administrator and/or Department Director.
  
• 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.
• Conducts self in an exemplary fashion to achieve goals and sets example for others within the division and 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.
• Aid in the professional development for administrative staff. Assist in finding trainings or courses related to their position and professional goals.

Contacts

• Internal, SOM, DOM, JHH, various Bayview departments, Satellite Clinics, Payroll, Accounts Payable, Purchasing, CPA, Production Unit, 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.

We are seeking a Sr. Administrative Manager who will manage the operational and administrative activities of General Pediatrics, Bayview General Pediatrics, and Adolescent Medicine. The position reports directly to the Associate Administrator for the Department. This job encompasses the management of a complex departmental structure encompassing human resources, operational oversight, program development and other administrative and financial operations across the East Baltimore and Bayview campuses.

Specific Duties & Responsibilities

Program Planning

• Provides operational support and oversight, as needed, to faculty who are practicing in alternate locations.
• Participates in strategic planning and implementation of new programs and program growth, providing analysis and guidance on program billing and compliance considerations
  
• In collaboration with DOP Leadership, develop detailed business plans for new and existing departmental clinical and research programs to include market demand assessment, capital needs, facilities, departmental strengths and weaknesses, operational requirements, and implementation plans. Formulate detailed cost analyses for both University and Hospital finance as they relate to business plans.

Administrative

• Supervises/trains/leads administrative staff across both campuses. Manages performance, hires and fires staff inf indicated. Provides recommendations for staffing resource allocations.
  
• Work closely with faculty members and administration to develop staff job descriptions for new hires and restructures current job descriptions for upgrading of staff positions as needed. Works closely with Department and Pediatric Human Resources for appropriate grading and salaries. Supports the divisional hiring manager for SOM and SOM BMC based administrative positions.
  
• Develop new administrative policies and procedures as needed to ensure smooth operations of Divisions. Make recommendations to Department Associate Administrator and/or Administrator in the form of decision options.
  
• Work with Pediatric Human Resources and Department of Pediatrics Finance to ensure departmental payroll is completed in a timely and accurate manner. Stays apprised payroll deadlines and ensure forms for new hires, terminations, and salary and/or budget changes for current employees are processed. Keeps apprised of annual review dates for direct and indirect reports.
  
• Work with Pediatric Human Resources and divisional manager to hire and onboard the summer students for different programs across campuses.
  
• Orients divisional managers and faculty in relation to new employees to the department, including onboarding, compensation and employee relations.
  
• Outline existing opportunities to improve space utilization and define needs for additional space to the Department of Pediatrics Leadership.
  
• Provide pertinent information concerning department, hospital, and school policies to internal personnel.
  
• Supervise the selection of outside vendors and independent contractors. Formalize contracts and agreements according to university guidelines.
  
• Coordinates and approves staff leave and overtime. Oversees and maintains compliance of the web-based time and attendance systems (E210 & Kronos).
• Oversee effort reporting compliance and track percent of effort conflicts.

Operations/Financial Management

• Management of all non-sponsored accounts including invoicing for outside clinical contracts and interdepartmental programs.
  
• Provide monthly and ad hoc reports for providers and management providing charge, collection, and RVU budget variances.
  
• Works collaboratively with administration, finance, physicians, division management, and PBS leadership to answer questions, provide information and optimize clinical practice operations.
  
• Develops systems for administrative workflow in accordance with departmental goals.
  
• Reviews provider and division income data with department administration, CPA and PBS management. This will include the creation and management of the budgets for the professional fee billing by provider and division. Provide data analysis, trends, explanations, and recommendations using Excel, Cognos, and Epic reports.
  
• Participates in departmental planning, budgeting, and strategic decision making.
  
• Ensure proper management and compliance of all sponsored awards.
  
• Work as part of a team to complete activities related to research administration, pre- and post-award, including proposal development, preparation and submission, and post-award administration.
  
• Manages a number of ad hoc projects as assigned by the Administrator and/or Department Director.
  
• 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.

Climate Setting & Leadership

• Conducts self in an exemplary fashion to achieve goals and sets example for others within the division and 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.
• Aid in the professional development for administrative staff. Assist in finding trainings or courses related to their position and professional goals.

Contacts

• Internal, SOM, DOM, JHH, various Bayview departments, Satellite Clinics, Payroll, Accounts Payable, Purchasing, CPA, Production Unit, 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 other 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.
• Master's degree in a related field may substitute for required experience and additional experience may substitute for education, to the extent permitted by the JHU equivalency formula.

Preferred Qualifications

• Master's Degree/MBA.

Classified Title: Sr. Administrative Manager
Role/Level/Range: ATP/04/PE
Starting Salary Range: Min $71,230 - Max $124,510 Annually ($105,000 budgeted; Commensurate with experience)
Employee group: Full Time
Schedule: M-F; 8:30 - 5pm
Exempt Status: Exempt
Location: Hybrid/School of Medicine Campus
Department name: SOM Ped General Pediatrics
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 [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 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.

Note: Job Postings are updated daily and remain online until filled.

About the company

The Johns Hopkins University is a private research university in Baltimore, Maryland.

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