Sr. Administrative Manager

The Divisions of Geriatric Medicine and Adult Hematology (within the Department of Medicine) are seeking a Sr. Administrative Manager, whom under the guidance of the Division Administrator and the Division Directors, will independently manage the non-sponsored financial and clinical activities. This job encompasses the management of complex divisional structures and department projects encompassing finances, human resources, program/business development, and other fiscal and administrative operations of the division.

This is a complex position that requires a thorough understanding of HR policies across several entities (DOM, JHBMC, JHH), healthcare regulations, electronic health records, scheduling protocols, and academic healthcare operations. This position works across regulated and unregulated clinical spaces across several entities (DOM, JHBMC, JHH), and has a cooperative relationship with clinical, administrative, and nursing management at outlying clinics and hospital office buildings.

Specific Duties & Responsibilities

Financial

• Manage all of the non-sponsored (clinical, gift, endowment, etc.) lines of business for both divisions which includes but is not limited to, monitoring non-sponsored financial portfolio for profitability and complexity, developing and maintaining various computerized management systems with spreadsheets and databases to assist with this process, reviewing/reconciling monthly account and/or business plan activity, identifying and correcting errors to include informing Division Directors, faculty, and DOM Administrator of any problems or discrepancies.

• Analyze, review, and provide comprehensive reporting on the clinical practice finances of the division.
• Develop appropriate billing strategies to maximize annual charges.
• Ensure accurate compliance of faculty billing activity in accordance with CPA guidelines.
• Develop faculty profit and loss statements with quarterly analysis and reporting.
• Develop strategies with the Division Director and faculty for establishing and utilizing discretionary funds for the preservation of the Division’s teaching, and patient care missions.
• Supervise all aspects of non-sponsored financial budget development including but not limited to developing and overseeing staff completion of tasks.
• In partnership with divisional sponsored staff, analyze and maintain financially and operationally appropriate salary distributions on accounts. Maintain timely updates for computerized database for tracking salary distribution on all division accounts.
• In partnership with the division’s leadership and financial staff, develop division's fiscal operating budgets for submission to the Department of Medicine, School of Medicine, and JHBMC and JHH. Assist with departmental budget analysis and evaluation.
• Design and produce various reports utilizing institutional data to create monthly, quarterly, and annual financial reports for Division Directors, Departmental Chairman & Administrator. Design and produce other special reports as requested by Chairman, Chief, Directors, and other faculty members.
• Prepare or ensure the correct preparation of various forms such as journal vouchers, check deposits, off-cycle payment requests, and telephone service requests. Prepare electronic budgets and expenditure transfers.

Program Planning & Development

• Develop detailed business plans, KPIs, and other performance metrics for new and existing clinical programs to include market demand assessment, capital needs, facilities, divisional and departmental strengths and weaknesses, operational requirements, and implementation plans.
• Formulate tactical business plans in conjunction administrative leaders in the DOM, SOM, BMC, and other affiliated institutions.
• Expertise in written communication (emails, memos, progress reports), timelines, project management tasks, Microsoft Office Products (inclusive of Word, Excel, and PowerPoint), quarterly quality reports to the health system, and ability to pull data from tableau dashboards and EPIC EMR.

Administrative

• Serves as the primary administrative leader for specialized programs and assigned areas of responsibility as directed by the Division Administrator.
• Partners with the Division Administrator, Directors, and Departmental leadership on the coordination and completion of various clinical and administrative strategic initiatives.
• Work closely with Department and SOM Human Resources for recruitment of replacement and new faculty, staff and post-doc positions to include development of staff job descriptions, development and submission of financially supportive data, etc.
• Supervise/train/lead administrative staff more than 5 individuals, to inclu