Division Administrator (Department of Medicine; Nephrology)

management of a large and complex divisional structure including finances, human resources, program/business development, and other fiscal and administrative operations of the divisions for 55+ faculty/physicians, 22+ learners and 70+ staff.

Specific Duties and Responsibilities

Financial

• Manage all financial lines of business (clinical, research, gift, endowment, etc.) whose total revenues are in excess of $22 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 Division Director(s), faculty, and DOM Administrator of any problems or discrepancies.
• Provide, review, and analyze the clinical practice finances and operations of the division. Develop appropriate billing strategies to appropriately maximize annual charges (in excess of $20 million).
• Ensure accurate compliance of faculty billing activity in accordance with CPA guidelines.
• Develop faculty profit and loss statements with quarterly reporting.
• Develop strategies with the Division Directors and faculty for establishing and utilizing discretionary funds for the preservation of the Divisions' 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 $7 million) for accurate and timely submission. Organize and coordinate the grant preparation process (in excess of 40+ proposals annually) with faculty and support staff. Develop and maintain tracking system for pending and active grant proposals.
• Monitor faculty and staff (130+) percent of effort expended on research grants and contracts and maintain equivalent salary distribution on accounts. Maintain computerized database for tracking salary distribution on all division accounts.
• Develop division's fiscal operating budgets for submission to the Department of Medicine, School of Medicine, and JHH.
• Develop the annual operating budget for the Bloomberg Distinguished Professor in Nephrology and Kidney Care and Bloomberg Distinguished Professor for Health Informatics for submission to the School of Medicine and the central university finances office and actively manage the use of the BDP endowment, recruitment funds and cost sharing between multiple University divisions.
• Design and produce various reports utilizing institutional data to create monthly, quarterly, and annual financial reports for Division Directors, Departmental Director & Administrators. Design and produce other special reports as requested by Department Director, Division Directors and other faculty members.
• Prepare or ensure the correct preparation of various forms such as journal vouchers, check deposits, special payroll (advance) check requests, and telephone service requests. Prepare electronic budgets and expenditure transfers.

Program Planning & Development

• Develop detailed business plans for new and existing clinical, research, and education programs to include market demand assessment, capital needs, facilities, divisional strengths and weaknesses, operational requirements, and implementation plans.
• Formulate tactical business plans in conjunction with administrative leaders in the DOM, SOM, JHH, and other affiliated institutions.
• Develop and maintain detailed business plans to operationalize the vision to expand renal research and clinical programs across JHM, including working with financial leaders at partner hospitals, senior executives at Johns Hopkins Community Physicians and Johns Hopkins Health Care as well as staff in areas such as facilities, marketing and clinic operations.
• Present regular updates about the growth of renal clinical services and renewal and clinical informatics research and education to institutional leaders such as Deans, CEOs, and CFOs.
• In partnership with the Division Directors and leaders with Johns Hopkins International (JHI), identify opportunities, design programs, cultivate stakeholder relationships, and execute clinical care, education, and research consultation and process improvement projects in international settings.
• In partnership with JHI, maintain budgets, oversee performance, ensure compliance with institutional policies and local, federal, and international regulations, and provide operational leadership for executing projects in a variety of international settings.
• In partnership with the Clinical Directors, identify opportunities, design programs, cultivate stakeholder relationships, and execute clinical care, education, and research consultation and process improvement projects with providers outside of JHHS.
• In partnership with the Division Directors, expand access to patient care through network development and enhance collaboration across all mission areas between the Division and providers throughout Johns Hopkins Medicine, including JHHS hospitals, JHCP practices, Johns Hopkins International, and Johns Hopkins Health Care..
• In partnership with the division directors and joint venture leaders, facilitate increased partnership between nephrology and national dialysis service providers (Fresenius and DaVita) to achieve operational efficiency, support growth in patient volumes, compliance with billing and national quality measures.

Administrative

• Supervise/train/lead administrative staff in excess of 75+ individuals. Assist other divisional supervisors with hiring/firing of staff necessary for day-to-day program operations. Develop staff job descriptions for new hires and restructure current job descriptions for upgrading of staff positions 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. Stay apprised of weekly and semi-monthly payroll deadlines and ensure 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 him/her with Performance Appraisal forms and salary increase options as they relate to the fiscal budget.
• Coordinate and approve all support staff leave and overtime. Oversee and maintain compliance of the web-based time and attendance system (E210).
• Orient all new employees to the Divisions, ensuring that all forms are properly filled out and submitted, and that new employees contact all necessary offices (e.g., Human Resources, Registrar, Parking, I.D., etc.)
• 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 the DOM, 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 Department of Medicine monthly division meetings and disseminate information as necessary to faculty and staff.
• Coordinate Division response to internal disasters (e.g., flooding, facilities issues, etc.) and external emergencies (e.g., severe weather, international incidents, etc.)
• Maintain Division compliance with all appropriate regulatory and accrediting bodies (e.g., NIH, HSCRC, The Joint Commission) in all areas of operations, including personnel management, facilities, clinical workflows, etc.

Climate Setting & Leadership

• To conduct self in an exemplary fashion to achieve goals and set example for others within the division.
• 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.
• Lead initiatives to cultivate strong employee engagement among faculty and staff within the Division.
• Lead Division implementation of institutional change initiatives (e.g., new clinical information system deployments, employee mandates, etc
• Positively contribute to the culture and environment of the Department of Medicine as a whole through citizenship and service on a variety of departmental initiatives.
• Positively contribute to the field of health care management through involvement with professional societies, representing Hopkins in broader initiatives, and providing mentoring opportunities to students and emerging leaders.

Patient Satisfaction/Complaints

• Serve as a liaison to health care agencies and insurance companies in a manner consistent with the University's policies and goals. Address concerns that agencies and companies may have with Departmental Administrator.
• Address patient complaints and ensure prompt resolution of their concerns.
• Ensure availability and, if necessary, develop patient and family support services for the assigned areas.

Growth & Profitability

• With the Directors, allocate services and resources within the division 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 Administrators, divisional faculty, Research Administration, or the Business Office.
• Collaborate with development officers to grow philanthropic giving directed towards renal and bioinformatics research.

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.

Skills and Abilities

• Ability to supervise, lead, and train financial staff.
• Knowledge of accounting and budgeting theory and practices. Preferred knowledge and understanding of the Johns Hopkins University accounting system and related fiscal offices. Specific knowledge of the operation of the Division preferred.
• Ability to make independent judgments and to act on decisions on a daily basis. Ability to work for 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 levels of University and Hospital employees as well as outside contacts.

Minimum Qualifications

• Bachelor's Degree.
• Eight years of related 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.

Classified Title: Division Administrator-SOM
Role/Level/Range: L/04/LF
Starting Salary Range: $100,655 - $176,195 Annually ($145,000 targeted; Commensurate w/exp.)
Employee group: Full Time
Schedule: M-F 8:30- 5 pm
FLSA Status: Exempt
Location: School of Medicine Campus
Department name: SOM DOM Nephrology
Personnel area: School of Medicine