Description

We are seeking a Sr. Administrative Manager who will be responsible for overall administrative, financial and/or operational management for a large and complex department typically with activities on multiple sites and/or multiple service lines. (Generally defined as an operating budget between $10 mil - $19 mil and 50+ employees). This position provides strategic direction and day-to-day oversight of administrative and financial matters. Areas of focus include finance; human resources; academic, research or clinical operations; compliance; infrastructure matters. The Sr. Administrative Manager is responsible for most or all the following: staff supervision and performance management; HR support for direct and indirect reports; budget management and administration; oversight of financial functions and processes; facilities/space management oversight; operational activities of a clinical or academic/research department.

This role serves as an operational and strategic partner to the Division Administrator and is responsible for leading clinical program development, financial oversight, and administrative operations that support both clinical services and faculty affairs. The Sr. Administrative Manager plays a critical role in converting new initiatives from concept to full-scale revenue generating clinical operations and academic programs, while ensuring strong alignment between fiscal planning, practice operations, and workforce needs.

Specific Duties & Responsibilities

Financial Management

• Provide oversight for the development, preparation, monitoring, projections, and reconciliation of budgets (clinical revenue, general funds, research, gift, discretionary account, etc.).
• Ensure the accuracy of monthly account statements.
• Oversee preparation of various forms, journal entries, vouchers, system transactions, electronic budgets, and expenditure transactions.
• Oversee the procurement process for all assigned accounts.
• Oversee maintenance of accurate records and preparation of documents and timely response to audit requests.
• Advise leadership on resource needs and financial risks.
• Develop, update, and amend departmental financial processes and policies.
• In partnership with the department leadership develop annual operating budget(s) and five-year plans.
• Provide detailed analysis, evaluation, and projections to support strategic plans.
• Develop and maintain various finance management systems.
• Design and produce various monthly, quarterly, and annual reports used for strategic planning.

Administration

• Oversee the planning, production, and execution of key events and other activities.
• Mentor staff and provide support for training.
• Monitor staff workloads, prioritize work efforts and advocate for additional resources as necessary.
• Responsible for the coordination, implementation, and completion of various strategic initiatives.
• Supervise performance of direct and indirect professional/support staff, conduct performance reviews and salary administration.
• Develop administrative policies and procedures needed to ensure smooth operations
• Manage space and facilities issues.

Human Resources

• Work with departmental Human Resources support to establish and promote growth opportunities within the area, maintain equity, consistently apply policies and procedures, establish a positive working environment, and minimize staff turnover.
• Work with appropriate HR resources to determine and implement solutions that address non-routine HR problems promptly.

• Support faculty and staff supervisors in human resources administration, help develop staffing and personnel management plans, consult on hiring issues, assist with performance management issues and disciplinary actions, oversee salary planning.
• Ensure that all human resources activities are carried out consistent with university personnel policies, e.g. goal setting and performance reviews, payroll actions, visa applications, time and attendance recording, onboarding, etc.

Operations and Program Management

• Responsible for oversight of clinical, academic or research operations and programs.
• Other duties as assigned.

Other Key Duties

• Partner with the Division Administrator and Faculty Leaders to develop detailed business plans for new and existing clinical programs and hospitalist service lines including market analysis, capital needs, business plans, Gantt charts, SOPs, facilities, operational workflows, and staffing models.
• Serve as project manager for the launch, maintenance, oversight, and ongoing evaluation of clinical initiatives (e.g., AMU, IMC, IMG Observership, Consultative services, JHI, fellowships), in collaboration with physician leads and program specialists; managing timelines, key stakeholders, and implementation plans from concept to full operation.
• Work with scheduling leads and clinical managers to establish clinical templates in Qgenda and ensure targets are met and communicated.
• Support the Division Administrator in managing physician recruitment, onboarding, credentialing, visa processing, payor enrollment, and billing compliance. Serve as secondary contact for faculty affairs with the Medical Staff Office.
• Assist in updating of curriculum for Hospital Medicine fellowship program and other educational programs (e.g. VAPPs) to support academic goals.

Minimum Qualifications

• Bachelor's Degree in Finance, Accounting, Business or a related field.
• Five years of progressively responsible professional-level administrative or financial experience related to monetary or non-monetary resources of a center or unit within an academic, research, academic medicine, or comparable environment, e.g., planning, directing, monitoring, organizing, and controlling monetary and non-monetary resources.
• Supervisory experience.
• Additional education may substitute for required experience, and additional related experience may substitute for required education beyond a high school diploma/graduation equivalent, to the extent permitted by the JHU equivalency formula.
• Familiarity with overseeing administrative processes of clinical service line.

Preferred Qualifications

• Proficient use of EPIC, SAP, and Qgenda.

Classified Title: Sr. Administrative Manager
Role/Level/Range: ATP/04/PE
Starting Salary Range: $73,300 - $128,300 Annually ($90,000 targeted; Commensurate w/exp.)
Employee group: Full Time
Schedule: M-F; 8:30-500
FLSA Status: Exempt
Location: Hybrid/Johns Hopkins Bayview
Department name: SOM DOM JHH Hospitalists
Personnel area: School of Medicine

Salary Range

The referenced salary range represents the minimum and maximum salaries for this position and is based on Johns Hopkins University's good faith belief at the time of posting. Not all candidates will be eligible for the upper end of the salary range. The actual compensation offered to the selected candidate may vary and will ultimately depend on multiple factors, which may include the successful candidate's geographic location, skills, work experience, internal equity, market conditions, education/training and other factors, as reasonably determined by the University.

Total Rewards
The referenced base salary range represents the low and high end of Johns Hopkins University's salary range for this position. Not all candidates will be eligible for the upper end of the salary range. Exact salary will ultimately depend on multiple factors, which may include the successful candidate's geographic location, skills, work experience, market conditions, education/training and other qualifications. Johns Hopkins offers a total rewards package that supports our employees' health, life, career and retirement. More information can be found here: https://hr.jhu.edu/benefits-worklife/.

Education and Experience Equivalency
Please refer to the job description above to see which forms of equivalency are permitted for this position. If permitted, equivalencies will follow these guidelines: 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.

Applicants Completing Studies
Applicants who do not meet the posted requirements but are completing their final academic semester/quarter will be considered eligible for employment and may be asked to provide additional information confirming their academic completion date.

Background Checks
The successful candidate(s) for this position will be subject to a pre-employment background check. Johns Hopkins is committed to hiring individuals with a justice-involved background, consistent with applicable policies and current practice. A prior criminal history does not automatically preclude candidates from employment at Johns Hopkins University. In accordance with applicable law, the university will review, on an individual basis, the date of a candidate's conviction, the nature of the conviction and how the conviction relates to an essential job-related qualification or function.

Diversity and Inclusion
The Johns Hopkins University values diversity, equity and inclusion and advances these through our key strategic framework, the JHU Roadmap on Diversity and Inclusion.

Equal Opportunity Employer

The Johns Hopkins University is committed to equal opportunity for its faculty, staff, and students. To that end, the university does not discriminate on the basis of sex, gender, marital status, pregnancy, race, color, ethnicity, national origin, age, disability, religion, sexual orientation, gender identity or expression, veteran status or other legally protected characteristic. The university is committed to providing qualified individuals access to all academic and employment programs, benefits and activities on the basis of demonstrated ability, performance and merit without regard to personal factors that are irrelevant to the program involved.

Equal Opportunity Employer
All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.

EEO is the Law
https://www.eeoc.gov/sites/default/files/2023-06/22-088_EEOC_KnowYourRights6.12ScreenRdr.pdf

Accommodation Information
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 Talent Acquisition Office at [email protected]. For TTY users, call via Maryland Relay or dial 711. For more information about workplace accommodations or accessibility at Johns Hopkins University, please visit https://accessibility.jhu.edu/.

Vaccine Requirements
Johns Hopkins University strongly encourages, but no longer requires, at least one dose of the COVID-19 vaccine. The COVID-19 vaccine does not apply to positions located in the State of Florida. We still require all faculty, staff, and students to receive the seasonal flu vaccine. Exceptions to the COVID and flu vaccine requirements may be provided to individuals for religious beliefs or medical reasons. Requests for an exception must be submitted to the JHU vaccination registry. This change does not apply to the School of Medicine (SOM). SOM hires must be fully vaccinated with an FDA COVID-19 vaccination and provide proof of vaccination status. For additional information, applicants for SOM positions should visit https://www.hopkinsmedicine.org/coronavirus/covid-19-vaccine/ and all other JHU applicants should visit https://covidinfo.jhu.edu/health-safety/covid-vaccination-information/.

The following additional provisions may apply, depending upon campus. Your recruiter will advise accordingly.
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.

Hybrid: On-site 3-4 days a week