Assistant Administrator - 117187

Requisition ID: 117187

Assistant Administrator

The Department of Gynecology and Obstetrics is seeking an Assistant Administrator with leadership, financial and administrative responsibility for the School of Medicine operations within the department. In conjunction with the Department Director, Administrator, and director of Finance, creates a uniform, efficient and elective operation. Works collaboratively with senior management, faculty, and staff to coordinate operational and administrative issues related to business planning, financial analysis, revenue cycle activities, and multi-disciplinary clinical and research activities.

Specific Duties & Responsibilities

Financial Leadership & Management

• Responsible for the budgeting, reporting and management of all departmental University funds including pro-fee/clinical practice, P&L statements, joint administrative agreement, facility fees, research grants, contracts, affiliation agreements, endowments, general funds, discretionary accounts, and divisional service centers (19 ).
• Provides various monthly, quarterly, and annual financial reports & spreadsheets to department and organization/school leadership (MS Excel and related).
• Supports departmental chair in all faculty recruitment planning and financial evaluation.
• Develops operational and financial objectives, leads short and long range financial, operational, and strategic planning.
• Develops systematic methods for evaluating the financial impact of programs, special projects, and performance improvement initiatives in the clinical and research areas.
• Evaluate and manage financial models and applications including internal controls and staffing models.
• Allocation of faculty and staff salaries including annual faculty incentive plan bonuses and effort reporting.
• Performs all assigned financial analyses and approvals as required to maintain fiscal control (productivity and performance).
• Maintains continuous involvement with leadership of the department to ensure that all factors are considered in the annual budget.
• Review monthly account statements, correct errors, and inform Division Chair and Administrator of any problems or discrepancies.
• Leads recommendations and actions on budget adjustments or cost improvement measures.
• Oversight of staff who prepare electronic budgets and expenditure transfers and related transactions. (SAP and related approvals).
  
  
  

Revenue Cycle Leadership & Management

• Interacts with the administration, finance team and divisional directors to establish the Professional Fee Budget (RVUs, Charges and Revenue). Reviews provider income data with department administration, Clinical Practice Association (CPA) and Physician Billing Service (PBS) management.
• Interacts with physicians and the divisional managers to answer questions related to the Professional Fee Budget.
• Develops and maintains the annual Professional Fee Budget each fiscal year, working in coordination with the department administration and the Clinical Practice Association/Physicians Billing Service.
• Provides monthly variance reports and analysis.
• Develops and presents divisional monthly report packages to directors and provides in-depth financial analysis at divisional level.
• Reviews provider, division and department income data with department administration, Clinical Practice Association (CPA) and PBS management. This will include the creation and management of the budgets for the professional fee billing by provider and division for the department.
• Produce ad hoc reports for management (e.g., profit & loss, business development, grant proposals, etc.).
• Consults with Department Administrator and Finance Director providing data analysis and makes recommendations using written reports via Excel spreadsheets.
• Works closely with the Production Unit Manager to share financial analysis, trends, explanations, and recommendations using Excel, Cognos and Epic reports.
• Works with Production Unit Manager to explains monthly charges, income and rejection-analysis reports to department physicians, faculty, administration, CPA, and PBS management.
• Monitor charge, revenue and RVU budget variances and provide explanation to department leadership.
• Oversee and analyze subspecialty data and routinely interact with physician divisional directors to review subspecialty billing information used in development of future business strategies.
• Works collaboratively with administration, finance, physicians, division management, PBS leadership to answer questions, provide information and optimize clinical practice operations.
• Work closely with finance team to analyze performance measures and develop/analyze business plans related to clinical practice.
• Participates on various committees on both a departmental as well as a school wide level.
• Participates in strategic planning and implementation of new programs and program growth, providing analysis and guidance on program billing and compliance considerations.
  
  
  

Grants & Contract Management

• Develops budget estimates for submission.
• Uses appropriate costs rates, such as indirect and benefit rates for proposed budgets.
• Reviews budget justification to ensure it relates to budgeted dollars.
• Confirms that salary increases are calculated into cost of project. Ensures compliance with all relevant university and/or agency regulations and restrictions.
• Applies a working knowledge of applicable laws and regulations; verified documents for completeness and compliance with government and private agencies.
• Oversees budget accounts once awarded.
• Provides oversight for the expenditures of funds, ensuring that funds are expended according to sponsoring organization stipulations.
• Reviews monthly reconciliation reports.
• Prepare quarterly Risk Opportunities report for the SOM.
• Direct supervision of Grants & Contracts Manager(s). Monitors the use of resources in accordance with plans, budgets, and contracts/grants.
• Interface with Director, Principal Investigators, and Funders on assigned programs.
  
  
  

Supervisory/Resource Management & Oversight

• Provides elective supervision and management of administrative, grant, budget and/or financial personnel.
• Supervises, hires/fires, orients, trains, evaluates, and develops staff in assigned areas.
• Plans, monitors, and implements business practices to support the day-to-day operational needs of the division and analyzes staffing patterns & capabilities to support the department electively and efficiently.
• Provides direct and/or dotted line supervision.
• Oversight of assigned financial and administrative staffing the department review and approval process for research grants, clinical grants and contracts and affiliation contracts prior to submissions. Ensures tasks are completed in accordance with institutional policies and procedures.
  
  
  

Supervision of Others

• Will have direct supervision and indirect supervisory oversight over department staff in finance/budget, research/grant, and/or administrative roles.
• May oversee or coordinate the work of others.
  
  
  

Related Knowledge Required

• Uses various software applications, such as Epic and Cognos to facilitate efficient reporting and analysis.
• Demonstrated knowledge of grant/contract management, clinical practice issues and other funds accounting.
• Maintain knowledge and attain excellence in following policies and procedures set by IT team, Epic, CPA, and the JHH finance office.
  
  
  

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

• Supervisory experience.
• Experience with Pre and/or Post Award.
  
  
  

Classified Title: Assistant Administrator - Clinical

Role/Level/Range: ATP/04/PF

Starting Salary Range: $85,500 - $149,800 Annually ($120,000 targeted; Commensurate w/exp.)

Employee group: Full Time

Schedule: Monday - Friday 8am - 5pm

Exempt Status: Exempt

Location: Hybrid/School of Medicine Campus

Department name: SOM OB GYN General Administration

Personnel area: School of Medicine

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

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 jhurecruitment@jhu.edu. 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