The Assistant Administrator manages the financial and budgeting activities for the Department of Surgery. The position reports directly to the Administrator for the Department and the Director of Finance to ensure efficient and coordinated functioning of the Department. This job encompasses the management of a large and complex divisional structure encompassing finances, human resources, program/business development, and other fiscal and administrative operations of the department.
Duties and Responsibilities:
Financial: Manage all financial lines of business (clinical, research, gift, endowment, etc.) whose total revenues are in excess of $55 million dollars. Monitor for profitability and complexity.
Develop and maintain various computerized management systems with spreadsheets and databases to assist with this process.
Review monthly account and/or business plan activity, correct errors, and inform the Department Chair, faculty, Director of Finance and Administrator of any problems or discrepancies.
Provide, review, and analyze the clinical practice finances of the department. Develop faculty profit and loss statements with quarterly reporting.
Develop strategies with the Department Chair and faculty for establishing and utilizing discretionary funds for the preservation of the Department's teaching, research, and patient care missions. Supervise budget development of all grant and contract proposals. Develop and oversee staff completing sponsored research applications (annual awards in excess of $5 million) for accurate and timely submission.
Develop departmental fiscal operating budget for submission to the School of Medicine. Design and produce various reports utilizing institutional data to create monthly, quarterly, and annual financial reports for Departmental Chair & Administrator. Design and produce other special reports as requested by Chair, Administrator, Director and other faculty members.
Reviews accounts and cost centers regularly, eliminates unneeded accounts, establishes new accounts as necessary.
Program Planning and Development: Develop detailed business plans for new and existing clinical and research programs to include market demand assessment, capital needs, facilities, divisional strengths and weaknesses, operational requirements, and implementation plans.
Formulate tactical business plans in conjunction administrative leaders and other affiliated institutions.
Administrative: Develop staff job descriptions for financial and budgeting new hires and restructure current job descriptions for upgrading of staff positions as needed.
Work closely with SOM Human Resources for appropriate grading and salaries.
Assist other Divisional Managers with hiring/firing of staff necessary for day to day program operations. Develop new administrative policies and procedures as needed to ensure smooth operation of the Department.
Make recommendations to Chair, Administrator, and Director of Finance in the form of decision options.
Maintain space and equipment inventories for compliance with SOM, and governmental guidelines. Outline existing opportunities to improve space utilization and define needs and justification for additional space to the SOM, and JHH.
Provide information concerning Division, Department, and School policies to divisional personnel. Provide departmental information as requested by School, Hospital, or other external entities as requested and appropriate.
Growth and Profitability: With the Departmental Chair, allocate services and resources within the department to develop efficiencies, improve and maintain the services of the assigned areas, and ensure profitability. Seek and prepare proposals for external funding possibilities from governmental or other private sources in conjunction with the Administrator, divisional faculty, Research Administration, or the Business Office.
Compliance and Regulatory Affairs:
Oversees compliance with state, local and federal regulations. Ensures specific regulatory requirements are met and maintains a centralized repository of program information that demonstrates compliance.
Maintains an active knowledge of related regulatory changes through attending meetings, internet searches, trade periodicals, etc.
Acts as the point-person in government site visits and audits. Provides education about pertinent legislative changes to all staff through email and written correspondence.
Coordinates legislative proposals and responses to policymakers and other entities.
To conduct self in an exemplary fashion to achieve goals and set example for others within the divisions.
To establish communication channels with staff and physicians to ensure that they receive information on internal and external issues which effect the operations of the assigned areas, as well as provide advice, assistance, and service that aids them in attaining related objectives; and to be a source of information to senior leadership and other external and internal personnel. Information Systems: Research and evaluate software packages and make suggestions regarding purchases of new programs and upgrades of existing programs to maximize productivity with divisional faculty and staff. Integrate applications, troubleshoot software problems and provide basic instructional and technical support. Design and implement customized computer database applications as needed by division members for specific job tasks and special projects. Train users in the use of these programs.
Education: Bachelor's degree in business, finance, accounting, or other related field required. Advanced degree preferred. Master's degree in related field may substitute for some of the required experience.
Experience: Seven years progressively responsible professional level administrative and financial experience related to monetary or non-monetary resources required, including two years of financial management experience. Supervisory experience strongly preferred. Knowledge of accounting and budgeting theory and practices preferred. Knowledge and understanding of the Johns Hopkins University accounting system and related fiscal offices preferred. Specific knowledge of the operation of the Division(s) preferred. Master's Degree in related field may substitute for required experience, to the extent permitted by the JHU Equivalency Formula.
Special Knowledge, Skills, and Abilities: Ability to supervise, lead and train financial staff. Ability to make independent judgments and to act on decisions on a daily basis. Ability to work long periods of time without direction. 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.
Very strong organizational skills, analytical and problem solving abilities, and attention to detail.
Ability to maintain confidentiality. Strong interpersonal and communication skills, both oral and written. Ability to effectively interact with all level of University and Hospital employees as well as outside contacts.
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.