The Department of Neurology is currently searching for a full time Administrative Manager. The Administrative Manager coordinates and oversees all financial management for the Division to include University, departmental and sponsored budgets, and the Physician Practice plan. The Administrative Manager plans and determines cost of business activities and clinical finances; recommends budget adjustments and other cost improvement measures. In conjunction with the Director(s), and other senior leadership, formulates overall tactical planning for growth and viability; develops new administrative policies as needed to ensure smooth operation in the division.
Create and manage $11M fiscal year budget ($9M sponsored, $1M clinical, $1M non-sponsored) and conduct monthly All Funds variance analysis, beginning balance spending tracking, and accruals
Manage Financial Analyst and provide training; oversee work on faculty account management (approx. 70 sponsored/30 non-sponsored accounts), salary allocations, and post-award management
Meet with Financial Analyst and individual faculty on a quarterly basis to review financials
Ensure all faculty and staff salaries are supported; anticipate and resolve funding issues
Review clinical P&L and RVU reports; work with Financial Analyst, clinical faculty and staff to investigate variances to target
Assist with clearing control salary, eforms, effort reporting, and other deliverables, such as financial/progress report deadlines, controlling late transfers, and account close-out
Process salary change and position maintain ISRs
Approve shopping carts, check/travel/reimbursement requests, and invoices
Manage Medical Office Supervisor and serve as indirect supervisor to five other MOCs; lead group meetings, assist with annual reviews, ensure trainings are completed and new policies and processes followed.
Document and contribute to continuous process improvement of MOC-Nurse-Physician duties and their delegation
Collaborate with MOCs, faculty, and Patient Access/Outpatient Center administration to troubleshoot clinical operations issues
Review reports such as unfilled clinic slots, bump rate, open encounters, and work with MOCs and clinical faculty/staff to resolve
Address patient complaints and follow-up with clinical staff and faculty on closure needed to ensure patient satisfaction
Assist with new program planning, roll-out, communications, and process trouble-shooting, such as MS Pharmacy program and Precision Medicine; participate in weekly team meetings.
Serve as divisional HR contact for over 90 employees; assist faculty, staff, fellows, and students with recruitment, onboarding, retention and disciplinary processes.
Provide training and resources to supervisors in order to attract and retain the best employees
Prepare hire requisition forms, draft job descriptions and business justifications; collaborate with
Department HR to verify title, salary, and equity.
Review and rate applicants, coordinate and conduct interviews, check references and make job offers
Meet with all new faculty, staff, and fellows to build relationships, ensure proper onboarding and introduction to the division, and answer all questions
Create onboarding checklists for new hires and ensure processes are followed prior to and after arrival
Send reminders at the 30-60-90-day intervals to supervisors during the 120-day introductory period; help address issues early and ensure employee expectations are clear
Counsel employees who are experiencing conflict with co-workers and seek advice from
Department HR. when necessary
Support supervisors with employee disciplining, including Progressive Counseling
Assist with employee engagement activities, such as event planning and sending out news and announcements, to boost morale and create a team-environment
Meet with individual faculty 1-1 on a quarterly basis to discuss business needs, HR., and current clinic/research updates
Submit ZSRs for access to SAP roles
Maintain divisional space and equipment inventory lists and submit facilities requests
Coordinate special projects, such as facilities renovations
Communicate with faculty and staff on changes in JHU finance and personnel policies; promote resources and training as applicable
Attend regular Dept. Manager and Faculty/Division Directors and MOC Meetings
Assist with training and delegating tasks to three division Program Administrators, such as invoicing, SAP, travel reimbursements, accounts payable
Assist various lab managers with purchasing requests, such as troubleshooting POs and submitting capital equipment requests; provide training materials as necessary
Perform audits and clean-up of charges on phone lines, email, copier, etc.
Minimum qualifications (mandatory):
Bachelors required with concentration in finance, accounting, business or related field. Five years of progressively responsible professional level administrative or financial experience related to monetary or non-monetary resources of a department center or unit required. Master's in related field can substitute for some of required experience or equivalent experience may substitute for some education, to the extent permitted by the JHU equivalency formula.
Comprehensive understanding of the dynamics of the academic activities of an academic medical institution. Demonstrated knowledge of grant/contract management, clinical practice issues and billing operations, and other funds accounting. Ability to develop budget proposals, manage human resources, develop policies and procedures. Analytical ability to project revenues and expenditures, develop sound policies and procedures for area of responsibility and to maintain proper documentation for department. Demonstrated capacity for leadership; commitment to work collaboratively with senior management team. Keen interpersonal skills. Excellent oral/written communication skills.
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.
Master's in related field
Minimum two years sponsored projects experience
Salary Range: $57,544 - $75,000
Employee group: Full Time
Employee subgroup: Exempt
Work Schedule: Monday- Friday/8:30 am 5:00 pm/ 37.5 hours per week;
Work Location: Johns Hopkins East Baltimore Campus
The successful candidate(s) for this position will be subject to a pre-employment background check.
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 HR Business Services Office at email@example.com. For TTY users, call via Maryland Relay or dial 711.
The following additional provisions may apply depending on which campus you will work. Your recruiter will advise accordingly.
During the Influenza ("the flu") season, as a condition of employment, The Johns Hopkins Institutions require all employees who provide ongoing services to patients or work in patient care or clinical care areas to have an annual influenza vaccination or possess an approved medical or religious exception. Failure to meet this requirement may result in termination of employment.
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.
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