Sr. Administrative Manager

We are seeking a Sr. Administrative Manager. This Sr. Administrative Manager manages the financial and administrative activities of the Divisions of Pulmonary & Critical Care Medicine and Allergy & Clinical Immunology for Johns Hopkins University Department of Medicine (DOM) at East Baltimore, Bayview and all satellite locations. The position reports directly to the Division Administrator and has a reporting relationship to the Clinical Directors and DOM Ambulatory Administrators to ensure efficient and coordinated functioning of the Division as a unit. This position encompasses the management of a large and complex divisional structure which includes finances, human resources, program/business development, sponsored research and other fiscal and administrative operations of the division.

Specific Duties & Responsibilities

Financial

• Works with Finance Manager to monitor expenses and financial profitability of clinical sites.
• In partnership with Finance Manager develops and manages all funds budget for division.
• Creates Provider P&Ls for review with senior leadership.
• Assists Grants & Contracts team with large, complex grant or programmatic budgets.
• Act as division level approver for financial transactions, procurement and payroll distributions.

Research Operations and Administration

• Assist Grant and Contract team and Finance team in post award management of all sponsored awards.
• Maintains space and equipment inventories.
• Outlines existing opportunities to improve space utilization and defines needs and justification for additional space to the DOM, SOM, and Bayview.
• Assist with annual laboratory safety review.
• 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.
• Supervise/train/lead administrative staff. Assist other divisional supervisors with hiring/firing of staff necessary for day-to-day program operations.
• 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, terminations, and salary and/or budget changes for current employees are processed. Keep apprised of annual review dates. Inform immediate supervisor and provide them with Performance Appraisal forms and salary increase options as they relate to the fiscal budget.
• Coordinate and approve support staff leave and overtime. Oversee and maintain compliance of the web-based time and attendance system (E210).
• Orient all new employees to the Division, ensure all forms are properly filled out and submitted, and that new employees contact all necessary offices (e.g., Human Resources, Registrar, Parking, I.D., etc.)
• 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.
• 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.

Clinical Program Planning and Management

• Works with Division Administrator to develop detailed business plans for new and existing clinical programs to include market demand assessment, capital needs, facilities, divisional strengths and weaknesses, operational requirements, and implementation plans.
• Formulates tactical operational plans in conjunction with administrative leaders in the DOM and SOM at East Baltimore, Bayview, and other affiliated institutions.
• Responsible for developing a project plan that outlines key tasks, stakeholders and timeline.
• Serves as Project Manager for the launch of all new Clinical Programs by working in tandem with the Clinical Director and/or physician lead.
• Responsible for regular reporting to Divisional stakeholders during preparation and launch of new clinical programs.
• Works with Finance Manager to build business plan and with Finance team to obtain quotes for Capital Equipment from manufacturers. Works with Manufacturers to send reps to train staff.
• Partners with Division Administrator and Finance Manager to present plans to Departmental, School and Health System leadership for approval.
• Responsible for communicating all critical EPIC updates to Faculty, Fellows and Staff on a weekly basis.
• Responsible to work with Central Scheduling and clinical managers to set u