General DescriptionDepartment: Gastroenterology Monday-Friday 8:30a.m.-5:00p.m. 37.5 hrs.
With a matrixed reporting relationship to the Director of the Division of Gastroenterology & Hepatology in the Department of Medicine (DOM) and to the Administrator, DOM, this position provides high level leadership and management of the financial, operational and administrative activities of the Division to advance the patient care, research and education missions. This job encompasses the management of a large and complex divisional structure encompassing finances, human resources, program/business development, and other patient care, fiscal and administrative operations of the Division across the Johns Hopkins Health System (JHHS) and Johns Hopkins University School of Medicine (SOM) enterprises.
Specific Duties and Responsibilities:
I. FINANCIAL OVERSIGHT AND MANAGEMENT
A. Provide leadership for all financial lines of business (patient services, sponsored research, gift/endowment, discretionary, programmatic, etc.) whose gross revenues are in excess of $38.5 million dollars. Monitor for profitability and resource intensity. Review monthly account and/or business plan activity, correct errors, and inform Division Director, faculty, and/or DOM administration of any problems or discrepancies.
B. Provide, review, and analyze the clinical practice finances of the division. Develop appropriate billing strategies to maximize annual charges (in excess of $27 million). Oversees financial modeling of clinical practice performance for cognitive and procedure-based activity.
C. Ensure accurate compliance of faculty billing activity in accordance with institutional guidelines.
D. Facilitates open sharing of physician productivity data.
E. Oversee the development of faculty profit and loss statements.
F. Develop strategies with the Division Director and faculty for establishing and utilizing discretionary funds for the preservation of the Division's teaching, research, and patient care missions.
G. Provide leadership oversight of the budget development of all grant and contract proposals. Assist in the management of staff responsible for preparing sponsored research applications (annual awards in excess of $10 million) for accurate and timely submission. Provide leadership oversight of the grant preparation process (in excess of 100 proposals annually) with faculty and support staff.
H. Oversee the monitoring of faculty (70+), staff (90+) and post-doctoral fellows (50+) percent of effort expended on research grants and contracts and maintain equivalent salary distribution on accounts.
I. Oversee the development of the Division's fiscal operating budget for submission to the Department of Medicine and applicable JHHS entities.
J. Design and produce various reports utilizing institutional data to create monthly, quarterly, and annual financial reports for Division Director and departmental leadership. Design and produce other special reports as requested.
K. With the Division Director, allocate services and resources within the Division to develop efficiencies, improve and maintain the services of the assigned areas, and ensure profitability.
L. Seek and prepare proposals for external funding possibilities from governmental or other private sources in conjunction with Departmental administration, divisional faculty, Research Administration, and/or the SOM Business Office.
II. PROGRAM PLANNING AND DEVELOPMENT
A. Develops and participates in the analysis and evaluation of strategic business plans, feasibility studies, market assessment, marketing plans, data gathering, implementation plans and presentation of written reports on prospective and existing clinical and research programs.
B. Formulate tactical business plans in conjunction with administrative leaders in the DOM, SOM, JHHS, and other affiliated institutions.
C. Proactively develops and implements change management strategy for major organizational activities and events in alignment with Divisional, Departmental and/or institutional objectives.
D. Works collaboratively with Sibley Memorial Hospital leadership to strategically expand gastroenterology and hepatology services for National Capital Region.
E. Works collaboratively with the Director of the Comprehensive Transplant Center to provide effective, efficient and patient-centered care for liver transplant at The Johns Hopkins Hospital.
III. ADMINISTRATIVE AND OPERATIONAL LEADERSHIP
A. Develop and periodically reassess Division's administrative infrastructure, ensuring human resources are appropriately deployed and operating cohesively to achieve Divisional goals, as well as be responsive to Departmental, SOM and JHHS needs.
B. Works with human resources administration to 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.
C. Oversee the supervision and training of Divisional staff in excess of 90 individuals. As necessary, assist Divisional supervisors and human resources administration with hiring/firing of staff for day-to-day program operations.
D. In collaboration with human resources administration, oversees orientation of all new employees to the Division.
E. Develop new administrative policies and procedures, as needed, to ensure smooth operation of the Division. Make recommendations to Division Director in the form of decision options.
F. Ensure space and equipment inventories are maintained in compliance with SOM, JHHS, and governmental guidelines.
G. Outline existing opportunities to improve space utilization and define needs and justification for additional space to the DOM, SOM, and JHHS.
H. Provide information concerning Division, Department, and School policies to divisional personnel (faculty, staff, students, etc.). 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.
IV. EXTERNAL RELATIONSHIP MANAGEMENT
A. Develop strategies to improve patient satisfaction and the patient experience in areas operationally managed by the Division. Establish targets for patient satisfaction and engage Divisional faculty and staff to improve.
B. Oversee responses to patient complaints and ensure prompt resolution, in accordance with institutional policies, of their concerns.
C. Ensure availability and, if necessary, develop patient and family support services for assigned areas.
D. Supports business development activities of the Hopkins enterprise to develop mutually beneficial clinical and operational programs.
E. Partners with affiliated facilities in areas of access and program development, clinical collaboration and network development.
F. Partners with the Division Director in building and enhancing positive relationships with Departmental and/or institutional leadership.
V. INTERNAL RELATIONSHIP MANAGEMENT
A. Builds strong collaboration and teamwork with the Department of Medicine central administrative offices located on the East Baltimore and Bayview Medical Center campuses. Includes, but is not limited to, general administration, ambulatory administration, finance and sponsored projects administration, facilities, human resources administration, information technology administration and revenue cycle management.
B. Builds strong collaboration with Division Director to ensure Divisional goals are met. Based on established credibility and trust, ability to represent Division leadership to faculty in regular meetings and daily interactions. Proactively identify faculty concerns and issues, and partners with Division Director (or Departmental administration) for appropriate resolution.
C. Regularly meets with JHHS and SOM employees to improve communication and to build productive relationships. Continuously communicates to staff the importance of the patient experience, quality of care, and sound financial performance; and champions successes and priorities for improving performance in meeting and exceeding patient and customer expectations.
D. Establishes communication channels with staff and faculty to ensure that they receive information on internal and external issues which effect the operations of their assigned areas, as well as provide advice, assistance, information and service that aids them in attaining related objectives.
E. Works with appropriate personnel and/or organizations to ensure that teams and individuals have the clinical, information and organizational tools to serve our patients and customers effectively and efficiently.
VI. INFORMATION SYSTEMS
A. Coordinate and/or participate in the research and evaluation of software packages and make suggestions regarding purchases of new programs and upgrades of existing programs to maximize productivity with divisional faculty and staff. Work with appropriate information technology staff (divisional, departmental, and institutional) to integrate applications, troubleshoot software problems and provide basic instructional and technical support.
B. Collaborate with central information technology groups to ensure the Division's technology support needs are addressed.
A. Internal: Department of Medicine Administration Offices, Clinical Practice Association, Office of Research Administration, IT@JH, School of Medicine Business Office, JHU SOM Dean's Office, JHH and BMC Executive Offices, JHHS-Owned Hospital Administrations. Various other departments and divisions in the School of Medicine.
B. External: External affiliated hospitals, government and private agencies granting research funds (e.g., NIH, foundations, and drug companies, etc.), donors, and various vendors and service providers (e.g., supply companies, professional medical organizations and societies, contractors).
Skills and Abilities:
A. Conduct self in an exemplary fashion to achieve goals and set example for others within the Division. High emotional intelligence and keeps his/her ego in check.
B. Exude Johns Hopkins core values of Integrity, Excellence, Collaboration, Innovation, Respect and Diversity.
C. Fluency to master complex issues swiftly and the ability to explain the dimensions and the solutions articulately to decision makers and staff.
D. High energy level, creativity, enthusiasm and passion for working in a dynamic and complex environment. Good sense of humor and does not take him-/herself too seriously.
E. Ability to supervise, lead, and train financial, clinical and administrative staff.
F. Knowledge of accounting and budgeting theory and practices. Preferred knowledge and understanding of the Johns Hopkins University accounting system and related fiscal offices.
G. Ability to make independent judgments and to act on decisions on a daily basis. Ability to work for long periods of time without direction.
H. 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.
I. Very strong organizational skills, analytical and problem solving abilities, and attention to detail.
J. Ability to maintain confidentiality.
K. Strong interpersonal and communication skills, both oral and written, with gravitas, executive presence, confidence and sophistication. Ability to effectively interact with all levels of University and Hospital employees as well as outside contacts. Must have excellent listing capabilities.
Customer Service & Teamwork:
A. Is courteous, respectful and pleasant in person and on the telephone with coworkers, faculty, patients, visitors and supervisors. Utilizes proper telephone etiquette.
B. Serve as a representative of the Division and the Department of Medicine outside of the confines of Departmental office space.
C. Function as a team player and works to maintain harmonious working relationships with coworkers, peers and supervisors.
Scope of Responsibility:
A. Responsible for the financial and operational performance of the Division, inclusive of its SOM activities and The Johns Hopkins Hospital, Bayview Medical Center, and Sibley Memorial Hospital operations, and any other JHHS entity.
B. Know the formal and informal departmental goals, standards, policies and procedures which may include some familiarity of other departments within the SOM, DOM and JHHS enterprises.
C. Is sensitive to the interrelationship of both people and functions within the Department.
D. Know the role of the position and its potential impact on the Department.
Decision Making and Authority:
A. On a regular and continuous basis, exercises administrative judgment and assumes responsibility for decisions, consequences, and result having an impact on people, costs, and/or quality of service within the functional area.
B. Direct and supervise the activities of a core administrative team, and oversee the supervision activities of all other Divisional staff in accordance with the applicable Johns Hopkins entity.