We are seeking an Assistant Administrator - Finance & Operations who will provide leadership and management of the financial, operational, and administrative activities within the Department of Medicine. The position reports directly to the Director of Finance. The position will focus on assigned areas of management responsibility which may include finances, human resources, program/business development. operational oversight and other patient care fiscal and administrative operations that typically span the Johns Hopkins University School of Medicine (SOM) and the Johns Hopkins Health System (JHHS). The Assistant Administrator partners with the Director of Finance to maintain sustainable financial success, implementing continuous performance improvement, and helping develop new programs.
Specific Duties & Responsibilities
Financial
Manage divisional financial lines of business (clinical, research, gift, endowment, etc.) that generate budget expense and sponsored expense, including substantial institutional support that requires a high level of scrutiny and reconciliation.
Meet or exceed operating target set by the department and school and participate in annual performance improvement goals.
Review monthly account and/or business plan activity, correct errors, and identify and report problems or discrepancies.
Reconcile monthly financial statements between JHM entities.
Provide financial and other operational reports, as needed, for JHM, JHHS, JHU, and departmental leadership.
Provide, review, and analyze the clinical practice finances of the assigned area(s).
Develop appropriate billing strategies to maximize annual charges.
Develop faculty profit and loss statements or other metrics and provide regular updates to leadership on faculty productivity reporting.
Develop strategies with leadership and faculty for establishing and utilizing discretionary funds that align donor intent, budget guidelines and applicable JHU policies.
Monitor faculty, staff, and fellow percent of effort expended on research grants and contracts and maintain equivalent salary distribution on accounts.
Develop the annual operating budget for submission.
Assist with the clinical budgeting process and ensure performance improvement on the bottom line.
Design and produce various reports utilizing institutional data to create monthly, quarterly, and annual financial reports for leadership.
Prepare, or ensure the correct preparation of, various forms such as journal vouchers, check deposits, check requests, and telephone service requests.
Prepare electronic budgets and expenditure transfers.
Operations Management
Collaborate with faculty, nursing, and administrative leaders to ensure optimal clinic operations.
Provide practice management leadership as needed to all faculty practices
Develop systems for administrative workflow in accordance with departmental goals.
Make recommendations to improve space utilization and define needs and justification for additional space to appropriate leaders.
Program/Project Planning & Development
Support the development of tactical business plans in conjunction with administrative leaders.
Develop project plans for identified opportunities, establish project goals, objectives and outcomes, secure leadership support and endorsement.
Determine project timelines to accomplish identified goals with milestones.
Assist in the implementation of projects, utilize organizational skills to execute steps of implementation, monitor progress towards outcomes and modify action plan, plan interventions as necessary to maintain timeline, recognize potential for integration/collaboration.
Evaluate project outcomes, collect data to determine efficiency, make and implement recommendations to improve outcomes or processes, develop summary reports, and make recommendations to leadership.
Human Resources
Work closely with department, SOM and Central, and JHHS Human Resources staff on routine and non-routine HR issues.
Ensure performance management is carried out consistent with appropriate policies.
Provide recommendations for staffing resource allocations.
In addition to the duties described above
Faculty Compensation & Hiring Oversight
Review and submit Faculty Recruitment documents, offer letters, and financial plans to SOM.
Track faculty salary changes & recruitments; review all faculty compensation ISRs (promotions, FTE changes, on-call pay, bonuses).
Review and approve moonlighting ISRs; monitor moonlighting spending per budgets.
Oversee faculty bonus calculations and accruals; coordinate annual bonus submission to SOM.
Serve as primary contact for SOM Business Office and CPA on faculty hiring and compensation; provide guidance on contract management.
Audit & Compliance
Act as departmental liaison to OHIA for non-sponsored audits; lead DOM responses and implement process controls.
Ensure compliance with institutional and external regulations; verify documentation completeness.
Budgeting & Financial Leadership
Build annual DOM faculty & clinical associate salary budgets and supplements.
Own budgets for Chairman's Office, Development, Housestaff, Occupational & Environmental Medicine cost centers.
Recommend budget adjustments and cost improvement measures.
Develop annual DOM IT budget; manage IT billing and inventory.
Program & Development Finance
Assist with business plans for new programs (cost analysis, P&L, capital needs).
Create budgets and track performance for philanthropic development interests.
Operational Leadership Beyond Clinical
Provide financial leadership to Chairman's Office, Facilities, Development, Occupational Medicine.
Review and authorize Independent Contractor forms; coordinate with SOM.
Act as resource for international operations, liaising with JHU Tax Office.
Training & Staff Development
Deliver faculty ISR training for new division administrators and HR coordinators.
Provide JHU financial training and orientation to divisional finance staff.
Minimum Qualifications
Bachelor's Degree in Finance, Accounting, Business, or related field.
Six years of progressively responsible professional-level administrative and financial experience related to monetary or non-monetary resources of an academic, clinical and/or research department/center/unit including prior financial management experience (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.
Preferred Qualifications
Master's Degree in a related field
Classified Title: Assistant Administrator
Job Posting Title (Working Title): Assistant Administrator - Finance & Operations (DOM General Admin Chairmans Offf)
Role/Level/Range: ATP/04/PF
Starting Salary Range: $85,500 - $149,800 Annually ($130,000 targeted; Commensurate w/exp.)
Employee group: Full Time
Schedule: M-F Full Time
FLSA Status: Exempt
Location: Hybrid/Johns Hopkins Bayview
Department name: SOM DOM General Admin Chairmans Offf
Personnel area: School of Medicine
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.
