Sr. Administrative Manager
We are seeking a
Senior Administrative Manager who, under the direction of the Division Administrator and Division Clinical Directors, will lead the clinical and administrative activities for the Divisions of Endocrinology, Nephrology, and Hematology. The manager has ultimate oversight of all ambulatory outpatient clinics and develops, implements and manages policies, procedures and programs. The Sr. Administrative Manager will be responsible for ensuring safe and effective patient care across the divisions. The Sr. Administrative Manager will design, manage and evaluate the systems through which patient care is delivered, and maintain an efficient and cost-effective environment conducive to quality patient care.The position has an indirect reporting relationship to the Associate Administrator for Ambulatory Operations for the Department of Medicine and the DOM Ambulatory Vice Chair. The Sr. Administrative Manager serves as the administrative "second-in-charge" within the Divisions of Endocrinology, Nephrology, and Hematology.
Specific Duties & Responsibilities
Clinical Program Planning & Management
- Working with the Division Clinical Directors, the Sr. Administrative Manager is responsible for the delivery and development of clinical initiatives at all ambulatory locations. Formulates tactical operational plans and serves as project manager for the launch of all new clinical programs ensuring timely completion, quality and safety, and fiscal management.
- Works with the Clinical Directors and Clinical Managers to establish, maintain, and revise policies and procedures for clinical practices to ensure smooth operation of the Division and ambulatory sites; effectively communicates all new/revised clinical policies to faculty, fellows, and staff
- Coordinates all hiring with divisional HR manager. Supervise/train/lead Divisional clinic management team and assist with hiring/discipline firing of staff as necessary for day-to-day program operation
- Participates in clinical operations meetings for three divisions, ensuring regular monitoring of key quality & safety metrics, implementation of required interventions to improve patient care, and maintaining communication of policies and procedures and key decisions to Division stakeholders
- Defines and maintains patient care and clinical practice standards for the Division by:
- Maintaining current knowledge of Johns Hopkins Hospital Patient Care Protocols and Procedures that apply to ambulatory clinic practices.
- Monitoring and communicating updates to Division OneNote and MS Teams portals
- Develops and maintains a quality and performance improvement plan for clinical care by doing the following:
- Continuously evaluates clinical support services provided including clinic staffing, nursing support and administrative support for all faculty.
- Reviews and reports on Press Ganey patient satisfaction scores to identify opportunities for improvement
- Identifies barriers to the delivery of care and makes recommendations to address interdepartmental or administrative issues
- Participate in the review of PQRS, HEDIS, HCAPHS, LOS and other population health metrics that would impact care delivery models.
- Partners with Patient Relations to respond to Requests for Service and/or Grievances
- Monitors clinical schedules, show rates, bump rates, and referral workqueues. Partners with stakeholders to ensure patients are scheduled within an appropriate timeframe and provider schedules are full.
- In conjunction with the Clinical Directors, Clinical Managers, Access Services, and Medical Office Staff, works to ensure optimization of clinic templates, scheduling and utilization metrics and makes recommendations to increase patient access and overall volume.
- In conjunction with the Clinical Directors, plans and maintains the outpatient and inpatient clinical schedules in Qgenda, and accounts for all physician time off and its impact on patient rescheduling.
- Maintains current knowledge of Epic and ensures updates and changes are communicated across the division.
- Serves as an Epic super-user, assisting providers and staff troubleshoot acute EMR issues
- Coordinates with the departmental credentialing and professional-fee billing offices for all incoming clinicians to validate locations, schedules, and billing areas.
- Develop appropriate billing strategies to maximize annual charges. Ensure accurate compliance of faculty billing activity in accordance DOM guidelines.
- Organizes new employee divisional orientation for new faculty and staff, ensuring compliance with JCAHO regulations as well as JHU policies.
Financial
- Accountable for the financial, volume and operational performance of the ambulatory clinics
- Organizes monthly review of ambulatory budgets in conjunction with the Division Administrator, Clinic Managers and Finance Manager. Tracks clinical practice revenues, provides monthly ambulatory clinic practice reports to Divisional leadership. Implements systems to provide proper financial controls, analysis, and good business practices
- In partnership with the division administrator creates annual clinical charge budget
- Works with Division Administrator to develop detailed business plans for new and existing clinical programs to include market demand assessment, capital needs, facilities, operational requirements, and implementation plans
- Partners with the Johns Hopkins Office of Population Health to support the outpatient care portion of the Baltimore Metropolitan Diabetes Regional Partnership grant.
- Provides leadership for clinical financial lines of business. Monitors for profitability and resource intensity. Reviews monthly accounts and business plan activity.
Telemedicine Administration
- In collaboration with the Department of Medicine and the Office of Telemedicine, provides project management for the launch of new telehealth services for the Divisions
- Provides training to faculty, fellows, and staff as new services and program enhancements become available
- Works with the Rockland Clinic Manager to operationalize and sustain dedicated telemedicine clinics located in unregulated space
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 faculty 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.
- This is a hybrid position with the ability to work remote several days per week if feasible based on operational workload and performance. The expectation is that the Sr. Administrative Manager is on-site each week, at each location, for face-to-face leadership.
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
- Master's Degree in a related field may substitute for required experience and additional experience may substitute for education, to the extent permitted by the JHU equivalency formula
Preferred Qualifications
- Master's Degree (or equivalent degree) in related discipline.
Special Knowledge, Skills & Abilities
- Excellent organizational and time management skills required.
- Excellent interpersonal skills.
- Excellent oral and written communication skills required.
- Excellent attention to detail; Ability to manage multiple and competing priorities.
- Proficiency in the use of standard software applications, databases, spreadsheets and word processing required.
Physical Requirements
- Ability to stand, walk or sit for an extended period of time
- Finger Dexterity required to manipulate objects with fingers rather than with whole had(s) or arm (s), for example, using a keyboard
- Ability to see within normal parameters
- Ability to hear within normal range
- Ability to lift 15 pounds
Supervisory Responsibility
- Direct supervisor of one (1) Medical Office Supervisor, and two (2) Patient Service Coordinators
- Indirectly supervises 20+ Medical Office Coordinators and Sr./Administrative Coordinators
Classified Title: Sr. Administrative Manager Role/Level/Range: ATP/04/PE Starting Salary Range: Commensurate with experience Employee group: Full Time Schedule: M-F, 8:30am - 5pm Exempt Status: Exempt Location: Hybrid/School of Medicine Campus Department name: SOM DOM Hematology Personnel area: School of Medicine
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:
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.
The successful candidate(s) for this position will be subject to a pre-employment background check.
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
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 Learn more: https://www.eeoc.gov/sites/default/files/migrated_files/employers/poster_screen_reader_optimized.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 jhurecruitment@jhu.edu. For TTY users, call via Maryland Relay or dial 711. For more information about workplace accommodations or accessibility at Johns Hopkins University, please visit accessibility.jhu.edu.
Johns Hopkins has mandated COVID-19 and influenza vaccines, as applicable. 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. 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 on 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.
Note: Job Postings are updated daily and remain online until filled.
To apply, visit https://jobs.jhu.edu/job/Baltimore-Sr_-Administrative-Manager-MD-21287/925505100/
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