Administrative Manager (Ophthalmology)

We are seeking an *Administrative Manager

• who will be responsible for overall administrative, financial and/or operational management for a center/unit/small department within a school or larger department. This position provides strategic and day\-to\-day oversight of administrative and financial matters. Areas of focus may include finance; human resources; academic, research, or clinical operations; compliance; infrastructure matters. The Administrative Manager is generally responsible for some or all of the following: staff supervision and performance management; HR support for direct and indirect reports; budget management and administration; faculty, staff, and student payroll; financial functions and processes; program planning and implementation; facilities/space management oversight.

Specific Duties \& Responsibilities

Financial Management

• In partnership with administrative leadership and financial staff, participate in the development of annual operating budget(s) and assist with budget analysis and evaluation.
• Provide fiscal planning, management, and oversight of assigned budgets, e.g. operating, discretionary, gift/endowment, salary.
• Oversee annual planning and preparation for general and/or sponsored funds budgets.
• Oversee or review monthly account statements, verify expense allocation, identify and ensure the correct processing of payroll and non\-payroll transactions to correct or resolve discrepancies
• Prepare or oversee preparation of various forms, journal entries, vouchers, system transactions, electronic budgets, and expenditure transactions.
• Oversee the procurement process for all assigned accounts.
• Provide back\-up documentation and explanation in response to audit requests.
• Prepare financial projections
• Advise leadership on resource needs and financial risks
• Remain up to date on changes in university, school, and departmental financial policies.
• Develop, update, and amend financial procedures.
• Develop and maintain various finance management systems.
• Design and produce various monthly, quarterly, and annual reports as requested.

Administration

• Manage the planning, production, and execution of key events or other activities.
• Responsible for managing projects and maintaining budgets.
• Mentor staff and provide support for training.
• Monitor staff workloads, prioritize work efforts and advocate for additional resources as necessary.
• Partner with senior administrator and/or department/divisional leadership on coordination and completion of various strategic initiatives.
• Supervise performance of direct and indirect professional/support staff, conduct performance reviews and salary administration in collaboration with school/department leadership.
• Develop administrative policies and procedures needed to ensure smooth operations.
• Manage space and facilities issues specific to the assigned area.

Human Resources

• Work with departmental/divisional Human Resources support to establish and promote growth opportunities within the area, maintain equity, consistently apply policies and procedures, establish a positive working environment, and minimize staff turnover.
• Work with appropriate HR resources to determine and implement solutions that address non\-routine HR problems promptly.
• Support faculty and staff supervisors in human resources administration: e.g. help develop staffing and personnel management plans, consult on hiring issues, assist with performance management issues and disciplinary actions, oversee salary planning.
• Ensure human resources activities are carried out consistent with university personnel policies, e.g. goal setting and performance reviews, payroll actions, visa applications, time and attendance recording, onboarding, etc.

Operations and Program Management

• Responsible for the planning and implementation of activities of the specific academic, clinical, research, or programmatic area.
• Other duties as assigned.

In addition to the duties described above

• Receive, investigate and respond to Grievances and Requests for Service from JH Patient Relations. Work with JHU/JHH legal counsel regarding requests for patients when indicated. Execute actions as needed when patient care is terminated.
• Attend patient education meetings.
• Serve as departmental manager and liaison for central administrative and business requirements and activities as required by JHH, JHU and ambulatory entities for, Datavant (external medical records fulfillment vendor) related to patient requests and other concerns regarding medical records.
• Complete medical record certifications as needed.

Emergency management

• Maintain and update department emergency management and business continuity plan.
• Attend relevant meetings, represent department and cascade pertinent information to appropriate audiences.
• + Regulatory and compliance (Joint Commission, etc), working in concert with clinical leadership team lead for Office of Emergency Management (OEM)
• Attend relevant OEM meetings to represent department.
• Promote collaborative and inclusive participation in process development, documentation of practices, as well as decision making before and after events.
• Routinely cascade or communicate pertinent information to appropriate audiences both within and outside the department during events or in relation to OEM practices/events.
• Ensure the department’s emergency management and business continuity plans are in compliance with updates in accordance with JHM emergency management policy.
• + Qgenda (providers on call \& scheduling)
• Lead process and protocol development for data entry in the system.
• Serve as the process owner for quality and accuracy of data entries to ensure system stays up to date with new providers entering and leaving the department.
• Represent the department and cascade information, provide direction as needed to others on system use/enhancements.
• + Kyrus (digital front door maintenance for new and termed providers)

Staff Ophthalmology committees

• Prepare agenda, document and distribute minutes. (CPABC)

Project management for other faculty committees (finance, LRPC, etc.)

*

Manage and oversee day\-to\-day operations of Wilmer’s centralized (CSS) and remote/provincial surgical scheduling staffs, including,

• Direct management of the CSS unit (core clinical scheduling coordinator team and PSC\-staffed surgical scheduling call center)
• Establishing and enforcing OR scheduling policies and procedures, in consultation with perioperative, financial clearance, and QI leaders.
• OR capacity planning, utilization performance review, and block template assignment decision\-making in consultation with JHH\-Wilmer and JHSCS leaders.
• Quality assurance and monitoring of performance and compliance standards across all Wilmer and OR sites of service.
• Primary resolution of cross\-site scheduler resource needs, questions, any competing OR scheduling requests, and local hiring needs requests.
• Preparing monthly surgical volume/labor reconciliation reports for Wilmer Finance based on scheduling staff completed case activity across the network.
• Engagement with physician leaders, attending and assistant surgeons to resolve issues, improve performance, and implement new protocols.
• Collaboration with Epic\-OpTime developers and superusers to make ongoing improvements to case request orders (CROs) and other surgical workflows, based on surgeon and scheduler stakeholder feedback.
• Identifying and acting on opportunities for lean process improvement, standardization, shared staffing models, and more centralized governance.

Minimum Qualifications

• Bachelor’s Degree in Finance, Accounting, Business or related field.
• Four years of progressively responsible professional\-level administrative or financial experience related to monetary or non\-monetary resources of a center or unit within an academic, research, academic medicine, or comparable environment, e.g., planning, directing, monitoring, organizing, and controlling monetary and non\-monetary resources.
• 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 in related field.
• Supervisory experience.

Classified Title: Administrative Manager

Role/Level/Range: ATP/04/PD

Starting Salary Range: $62,900 \- $110,100 Annually ($98,300 targeted; Commensurate w/exp.)

Employee group: Full Time

Schedule: Monday\-Friday, 8:30 am \- 5:00 pm

FLSA Status: Exempt

Location: Hybrid/School of Medicine Campus

Department name: SOM Oph General Administration

Personnel area: School of Medicine