Assistant Administrator - Clinical

The Pathology Department is seeking an Assistant Administrator-Clinical who will have leadership, administrative, and operational responsibility within the department.

In conjunction with the Department Chair, Sr. Administrator and Associate Administrator, creates a uniform, efficient and effective operation.

Responsible for the strategic, operational and tactical planning, management and improvement of research, clinical, and administrative programs within this large and complex department (18+ divisions and overall department budgets of $140 Million).

Develops and disseminates departmental goals, policies and procedures. Mentors and works collaboratively with senior management, faculty, and staff within Johns Hopkins University, School of Medicine and Johns Hopkins Hospital both regionally and globally.

Assigned related initiatives that support the departments clinical and research operations across entities.

Specific Duties & Responsibilities

Research

Oversight of all pre and post award departmental grant and contracts (Grants & Contracts Managers and Analysts handle day-to-day.

Initiates short- and long-term planning / department goals. Assist in research and program efforts, insuring consistency and department expectations are met on multiple elements of clinical research for the Department Chair and / or department Faculty / Principal Investigators.

• Develop and oversee administrative staff completing sponsored research applications.
• Monitors the use of resources in accordance with plans, budgets, and contracts / grants. Develop and maintain tracking system for pending and active grants and percent effort expended on assigned research grants & contracts.

Design and produce reports, charts / graphs and databases for support of research analysis. Helps coordinate and document management, narrative and statistical reports for private and government agencies.

• Oversight and coordination of Effort Reporting on a quarterly basis as well as other ad hoc projects such as space use and functionalization.
• Audits and ensures department and faculty compliance with research regulations, certification for Human Subjects, Animal Care, Safety, etc.

Assures IRB and IACUC numbers and approval dates are valid.

Able to manage competing priorities and meet tight deadlines. Provides accurate data and excellent written documents.

Faculty Support

• In partnership with Department Chair and Associate Administrator, develop detailed plans for department wide faculty bonus plan and promotions considering department strengths & weaknesses, growth and research goals.
• Monitors faculty performance prepares productivity reports and provides review feedback and support with corrective actions to Department Chair.
• Review and process approvals for any annual bonus or other faculty supplemental payments.
• Ensures necessary verifications, background checks (CBI), certifications and credentials documents are completed and / or submitted and on file with appropriate areas.
• Works with appropriate parties to ensure licensing and insurance requirements are met.
• Provide support for Division Chair or assigned faculty's activities with national societies, research projects, and scholarly publications and presentations, serving as a liaison between department and vendors, other departments, and outside organizations when needed.

Reference Management. Supports faculty in additional tasks as needed.

Finance

In support of / connection with Associate Administrator (SOM Pathology) & Finance Director (JHH) handles the day-to-day financial operations and approvals of financial transactions, payroll transactions, etc.

Helps in the preparation and development of the department annual operating budgets for submission to the school. Responsible for developing systemic methods for monitoring and evaluating financial impact of programs and activities across multiple Pathology divisions and provides department level analysis and decisions.

• Maintain various computerized management systems with spreadsheets and databases to track and monitor. Review monthly account statements, correct errors and inform Division Chair and Administrators of any problems or discrepancies and recommends budget adjustments or cost improvement measures.
• Assist with monitoring of Division Chair discretionary funds for the preservation of the Division's teaching, research, and patient care missions.
• Provides various computerized monthly, quarterly, and annual financial reports & spreadsheets and oversees departmental components of institutional systems.

Supervisory

Supervises, hires / fires, orients, trains, evaluates, and develops faculty and staff in assigned areas. Plans, monitors and implements business practices to support the day-to-day operational needs of the division and analyzes staffing patterns & capabilities to effectively and efficiently support the department.

Oversight of the Pathology Grants Office (Manager, Grants & Contracts Analyst) and post award finance staff (Budget Analyst / Specialist & Budget Assistant).

Provides indirect supervision of other department Administrative Secretaries, Coordinators, and related positions as assigned.

When necessary, provides administrative oversight and coordination for the launch of new US based and international "in-country" research initiatives.

Insuring compliance with grant or contract agreements and local laws and / or customs.

Insure a smoothly functioning office; interprets operating policies; exercises independent judgment in the resolution of administrative and research problems.

Assists in prioritizing of workload for tasks including but not limited to; travel arrangements, expense reconciliation, purchasing supplies, coordinates special projects or programs, such as : seminars, courses, donation centers, training programs, etc.

Works with Department Human Resources on issues related to hiring / firing, visas, payroll, and discipline.

General

Represents the Department of Pathology on institutional committees and at national & international meetings or events. Serves on JHU and JHH task force or committees.

Special Knowledge, Skills, & Abilities

• Comprehensive understanding of the dynamics of the academic and clinical activities of an academic medical institution.
• Demonstrated knowledge of grant / contract management, clinical practice issues and other funds accounting.
• Ability to develop budget proposals, develop policies and procedures, and manages staff.
• Demonstrated capacity for leadership, commitment to work collaboratively with senior management team.
• Keen interpersonal skills. Excellent oral / written communication skills.
• Demonstrates skills in the use of systems as assigned (example : COEUS). Demonstrates advanced skills in writing, editing / proofreading, and review.
• Operates personal computer to access email, electronic calendars, and other advanced office software.
• Must demonstrate advanced skills in MS Office (Word, Excel, PowerPoint, and Access).
• SAP transactions including order of supplies (Shopping Cart).
• Uses various software applications, such as spreadsheets, relational databases, statistical packages, and graphics packages to assemble, manipulate and / or format data and / or reports.
• Utilizes Internet to search for information, contacts for research, and clinical consultation, international contacts for teaching and travel.
• Knowledge of Endnote reference manager system and PubMed web-based searches highly desired.
• As this individual works in a patient care setting, he / she must be knowledgeable of HIPAA, pathology medical records policy, quality assurance and confidentiality policies.
• Demonstrated skills in customer service and working with a diverse and dynamic workforce and patient population.

Minimum Qualifications

• Bachelor's Degree in related discipline.
• Seven years progressively responsible professional-level administrative and financial experience related to monetary or non-monetary resources of a department, center, or unit, including 2 years financial management experience (e.

g., planning, directing, monitoring, organizing, and controlling monetary and non-monetary resources).

Master's Degree in a related field may substitute for required experience, to the extent permitted by the JHU equivalency formula.

Preferred Qualifications

• Master's Degree.
• Five years sponsored projects and / or finance experience.
• Administrative, research or finance experience, preferably in an academic or medical setting.
• Supervisory experience strongly preferred.
• Experience with SAP, COEUS, JHU Clinical Research Management System (CRMS) or related systems.

Classified Title : Assistant Administrator - Clinical

Role / Level / Range : ATP / 04 / PF

Starting Salary Range : $84,700 - $148,300 Annually ($117,301 targeted; Commensurate with experience)

Employee group : Full Time

Schedule : M-F, 8 : 30am-5 : 00pm

Exempt Status : Exempt

Location : Hybrid / School of Medicine Campus

Department name : SOM Pat General Administration

Personnel area : School of Medicine