The Sr. Administrative Manager for the ICTR's Human Subjects Research Core works under the direction of the Core's Deputy Director with additional responsibility to the CRU Program Directors. This position is responsible for expert financial and administrative leadership for all functions of the core's four Clinical Research Units, four affiliated clinical programs, and the Neurobehavioral Research Unit (NBRU) subcontract to the Kennedy Krieger Institute. Performs financial analysis and management, strategic and long-term planning and implementation, and management/oversight of all day-to-day core functions.
Duties and Responsibilities:
In consultation with core leadership and the ICTR Financial Manager, has delegated responsibility for allocation of all financial resources within the core and for establishing and maintaining fiscal controls in accordance ICTR policies and procedures. Monitors and negotiates maintenance contracts for all core equipment, monitors office budgets, tracks expenses, codes invoices, and keeps records of expenses.
Establish and implement sound accounting principles and budgetary limitations to assure that expenditures follow principles of good fiscal management.
Monitors the annual budget and approves core expenditures as delegated from the ICTR Financial Manager.
Reconciles core accounts, identifies problems/issues and works with ICTR Financial Manager to resolve them.
Prepares financial reports and analyses as required.
Liaises with the ICTR administrative core on areas of fiscal management, staff payroll and personnel, material management, space and facilities utilization within the core.
Prepares core budget and financial reports. Establish core office, supplies, equipment and personnel budgets to be included in noncompetitive and competitive renewals. Write budget justifications as needed.
Performs cost analysis of core-supported protocols and makes recommendations for cost containment.
Establishes and maintains core databases (e.g., CRUOnline) for categorization and appropriate recording of patient care costs by protocol and by patient.
Works with the ICTR Financial Manager to implement efficient, timely reports, payments and fund transfers among JHU, JHBMC, and the ICTR, for admissions- related, ancillary and other costs.
Assures payment of all ancillary changes to outside vendors and internal sources
Works with the ICTR Financial Manager to implement the ICTR's program income plan.
Works with the ICTR Financial Manager to bill investigators for industry- sponsored projects in a timely manner.
Works with the ICTR administrative core to implement enterprise research billing policies and procedures. Participates in the development of enterprise-wide research billing policies/procedures and serves as an advocate/subject matter expert to guide JHM research billing.
Compiles impatient and outpatient statistics and maintains historical utilization database for ICTR reporting.
Report quarterly on year-in-progress expenditures costs and projections to the Core Director, CRU Program Directors and ICTR leadership.
Project over- or under-use of funds to Core Director and CRU Program Directors as appropriate
Monitor, reconcile, pay and record JHHS bills for nursing salaries.
Review patient care budget to ensure accuracy of budget and approval status of individual sub-projects.
In cooperation with the ICTR Studio Director, oversees the process for submission and approval of protocols for core support.
Tracks and collects utilization information and statistics for each protocol.
Meet with prospective investigators during their application process and establish a summary budget for each protocol.
Track utilization for each active protocol, assuring that utilization is in accordance with the approved study schedule/budget.
In consultation with the ICTR Financial Manager, determine that study-related expenditures are allocable/allowable in accordance with NIH policy.
Liaise with office staff in tracking the status of protocols under review and communicating with investigators.
Maintain a database of all core protocols and their current status (e.g,. CRUOnline). Assure the accurate entry of newly approved protocols. Monitor (Institutional Review Board) approval and renewal status of all protocols. Notify investigators and CRU Nurse Managers of lapses of IRB approval status. Help investigators through the application process
Prescreens all protocol submission; resolves in advance administrative concerns. Supervises maintenance of active protocols in the administrative office.
Research Unit Management:
Works with the CRU Nurse Managers and Program Directors and other core program managers to assure the safety and integrity of the CRU environment and information processes.
Works with CRU Nurse Managers and Program Directors and other core managers to define uniform clinical policies and processes across all units and programs. Promotes increased unit integration and coordination.
Participates in the guidance and implementation of all JHM enterprise activities affecting the core (e.g., Epic implementation, JCAHO, etc.)
Supervise the recording of all core activity. Assures availability of equipment and supplies for the function of the core units and programs.
Solve administrative problems for investigators.
Works with CRU Nurse Managers and Program Directors, core program managers and JHM Facilities Management to implement capital changes, modifications, renovations, maintenance to the CRUs.
Coordinate, organizes, and leads specific committees as assigned Implement all core meetings. This includes scheduling, organizing, arranging and staffing meetings, preparing agendas, participation in meetings, taking minutes, following up on action items, and disseminating meeting results. Core meetings include Program Director meetings, advisory board meetings, staff and management meetings, trainings, etc.
Reports to Deputy Director, CRU Program Directors and ICTR Administration and Leadership regarding administrative activities of the Core.
Maintain detailed knowledge and understanding of all core activities to be able to widely promote, disseminate and advertise the core in cooperation with the ICTR communication resources.
Participate and assist in the evaluation of the core and its activities. Collect and collate data and metrics in support of program evaluation and metrics. Compile information about past and current core activities in response to requests. Review information compiled by others for accuracy and completeness. Oversee and assist core leadership in the timely compilation of regular progress reports including quarterly reports to ICTR leadership and annual reports to sponsors and the university.
Work closely with the Core Director and CRU Program Directors on implementing program direction.
Report to Core Director and Program Directors on any trends in admission/visit patterns, anticipating future needs and budget implications.
Continuously re-evaluate and re-define administrative processes as core activities needs change.
Works closely with Core Director and CRU Program Directors on developing new programs and prepares fiscal implications on such programs.
Supervise core support staff. Work with the ICTR Administrative Manager for recruiting, hiring, carrying out disciplinary actions, and terminations.
Supervise the core administrative assistant.
Work with the ICTR Administrative Manager to coordinate annual reviews and merit increases for core staff.
Work with the ICTR Administrative Manager on core personnel actions in the JHU payroll systems, such as time sheets, FMLA, new hires, terminations, merit increases, etc. Initiate personnel actions in SAP for approval.
Bachelor's degree required.
A minimum of 5 years related experience required.
Proficiency with computers and software programs is essential.
Experience in supervision, hiring of staff, and knowledge of human relations and employment policy is essential.
Extensive experience in Microsoft Office applications including Word, Excel, and Access preferable.
Excellent interpersonal skills in interacting with all levels of staff required.
Sitting in a normal seated position for extended periods of time.
Reaching by extending hand(s) or arm(s) in any direction.
Finger dexterity required to manipulate objects with fingers rather than with whole hand(s) or arm(s), for example, using a keyboard.
Communication skills using the spoken word.
Ability to see within normal parameters.
Ability to hear within normal range. Ability to move about
Master's degree preferred.
Experience in an academic health care setting is preferred.
Johns Hopkins University remains committed to its founding principle, that education for all students should be grounded in exploration and discovery. Hopkins students are challenged not just to learn but also to advance learning itself. Critical thinking, problem solving, creativity, and entrepreneurship are all encouraged and nourished in this unique educational environment. After more than 130... years, Johns Hopkins remains a world leader in both teaching and research. Faculty members and their research colleagues at the university's Applied Physics Laboratory have each year since 1979 won Johns Hopkins more federal research and development funding than any other university. The university has nine academic divisions and campuses throughout the Baltimore-Washington area. The Krieger School of Arts and Sciences, the Whiting School of Engineering, the School of Education and the Carey Business School are based at the Homewood campus in northern Baltimore. The schools of Medicine, Public Health, and Nursing share a campus in east Baltimore with The Johns Hopkins Hospital. The Peabody Institute, a leading professional school of music, is located on Mount Vernon Place in downtown Baltimore. The Paul H. Nitze School of Advanced International Studies is located in Washington's Dupont Circle area.