| We are seeking a Sr. Administrative Manager who will manage the financial and administrative activities of the Division. The position reports directly to the Associate Administrator of the Department and the Director of Child Psychiatry. Responsibilities include coordinating, standardizing, and improving administrative, budgetary, clinical, educational, research operations, processes, policies, and procedures across the Division’s multiple geographic sites and organizational interfaces in keeping with the Division’s strategic plan. This job encompasses the management of a large and complex Divisional structure including finances, sponsored projects management, human resources, payroll, program development, and overall administrative operations of the Division. The ideal candidate will combine administrative expertise, an understanding of clinical service delivery and academic medicine, a high degree of self-motivation, the ability to function independently, highly effective interpersonal skills, and the capability to organize and prioritize workload and manage multiple projects effectively.
Specific Duties & Responaibilities Financial - In partnership with the Director, translates the vision for Child and Adolescent Psychiatry into a sustainable and integrated financial plan.
- Analyzes budget patterns, projects spending against proposed budgets, and proposes budgetary plans for upcoming fiscal year for sponsored and non-sponsored revenue accounts.
- Manages all Division funds (clinical, research, gift, contracts, and endowment). Develops and maintains various computerized management systems with spreadsheets and databases to assist with this process. Review monthly statements of account activity, make corrections, and inform faculty members of any problems or discrepancies. Close out all terminated accounts, reconcile ledgers, and ensure account balances are zero.
- Manages the division’s sponsored pre- and post-award grant/contract activities with awards averaging in excess of $3 million per year.
- Monitor faculty and staff percent of effort expended on research grants and contracts. Maintain equivalent salary distribution on accounts. Maintain computerized tracking for salary distribution on all Division accounts. Review ERS reporting for accuracy.
- Develop the Division’s annual operating budget for submission to the Department of Psychiatry and Behavioral Sciences.
- Design and produce various computerized monthly, quarterly, and annual financial reports for Division Director. Design and produce other special reports as requested by Directors and/or other faculty members.
- Prepare or ensure correct preparation of all electronic and paper forms such as journal vouchers, check deposits, telephone service requests, electronic budgets and expenditure transfers.
- Provides guidance regarding the interpretation of applicable contract, grant and cooperative agreement terms and conditions, as well as other administrative rules, cost principles under OMB (including A-21, A-133, A-110), 22CFR226, 22CFR228, and FAR.
- Provide, review, and analyze the Divisional clinical finances. Review Departmental clinical collections to determine appropriate reimbursement. Develop appropriate billing strategies to maximize billing and collections. Ensure accurate compliance of faculty billing activity in accordance with CPA guidelines. Develop faculty profit and loss statements once methodology has been defined.
- Develop strategies with the Division Director for establishing and utilizing discretionary funds for the preservation of the Division’s teaching, research, and patient care missions.
- Collaborate with relevant administrators, including those in the Department of Psychiatry, Johns Hopkins Children’s Center, Johns Hopkins Bayview Medical Center, and the Kennedy Krieger Institute to standardize and simplify processes and financial reporting needs of the Division.
Administrative - Direct supervision of administrative assistant and fellowship training coordinator.
- Develop staff job descriptions for new hires and restructure current job descriptions for upgrading of staff position as needed. Work closely with Department and SOM Human Resources for appropriate grading and salaries.
- Ensure that Division payroll is completed in a timely and accurate manner, ensuring that forms for new hires, termination, and salary and/or budget changes for current employees are processed. Keep apprised of annual review dates. Inform immediate supervisor and provide performance appraisal forms and salary increase options as they relate to the fiscal budget. Act as liaison with Human Resources Manager and/or Human Resources for any disciplinary action.
- Coordinate with supervisor all support staff leave. Approval any support staff overtime. Oversee and maintain compliance of the E210 attendance system.
- Orient all new divisional hires, ensuring all forms are properly filled out and submitted, and that new hires contact all necessary offices (e.g., Human Resources, Registrar, Parking, ID, security access, etc.) and complete all mandatory training.
- 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.
- Maintain space and equipment inventories for compliance with SOM, JHH, and governmental guidelines.
- Outline existing opportunities to improve space utilization and define needs and justification for additional space to Department of Psychiatry, SOM and JHH.
- Provide information concerning Division, Department and School Policies to divisional personnel. Provide divisional information as requested by Department, School, Hospital, or other external entities as requested and appropriate. Attend Departmental divisional meetings and disseminate information as necessary to faculty and staff.
Supervisory responsibility - Administrative coordinator and fellowship training coordinator.
Budget authority - Total responsibility for $6 million/year. $3 million/year sponsored; $3 million/year non-sponsored
Minimum Qualifications
- Bachelor's Degree in Business, Finance, Accounting, or other related field.
- Five years progressively responsible professional-level administrative or financial experience related to monetary or non-monetary resources of a department, center or unit.
- 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 preferred. Highly effective communication and interpersonal skills to establish diverse, multidisciplinary working relationships that foster excellence and management objectives.
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: 37.5
FLSA Status: Exempt
Location: Hybrid/School of Medicine Campus
Department name: SOM Psy Child and Adolescent Psychiatry
Personnel area: School of Medicine |