The Department of Surgery is seeking an Associate Administrator - Clinical to manage the financial and administrative activities of the Divisions of HPB, Breast/Endocrine/Melanoma, Minimally Invasive surgery division and Ravitch Division of Colon & Rectal Surgery. This included administrative, financial and strategic management of the Minimally Invasive Training Center (MISTIC). With expansion of surgical oncology and general surgery programs in the National Capital Region, the position will be responsible for financial and administrative management of the practices in the NCR. The position reports directly to the Division Chiefs and the Administrator for the Department of Surgery to ensure efficient and coordinated functioning of the Divisions.

This job encompasses the management of a large and complex divisional structure encompassing finances, human resources, clinical practice, program/business development, negotiations with hospital leadership, and other fiscal and administrative operations of the division. Functions as an administrative partner to Surgery hospital operations and quality improvement. Acts as a team leader by bringing together nurse, surgeon, data management, financial, and other multi-disciplinary personnel to work toward common goals. Coordinates all necessary operational and administrative issues related to surgical care including clinical operations, faculty recruitment and retention, financial analysis, budgeting, operations integration, revenue enhancement activities, marketing, philanthropic development, fellowship programs, and initiatives across multiple Divisions and Departments to centralize efforts. Participates with senior leadership in strategic planning and business strategy. Provide professional level support to Department Chair and Administrator, 4 division chiefs, and 43 faculty in the Department.

Specific Duties & Responsibilities

Finance

• Manage all financial lines of business (clinical, research, gift, endowment, etc.) whose total revenues are in excess of $30 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 Chiefs, faculty, and Administrator of any problems or discrepancies.
• Provide, review, and analyze the clinical practice finances of the division.
• Develop appropriate billing strategies to maximize annual charges (in excess of $40.8 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 Chiefs and faculty for establishing and utilizing discretionary funds for the preservation of the Division’s 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 $3.7 million) for accurate and timely submission.
• Organize and coordinate the grant preparation process (in excess of 25 proposals annually) with faculty and support staff.
• Develop and maintain tracking system for pending and active grant proposals.
• Monitor faculty and staff (100+) percent of effort expended on research grants and contracts and maintain equivalent salary distribution on accounts.
• Develop four divisions’ fiscal operating budget for submission to the Department of Surgery, School of Medicine, and JHH.
• Design and produce various reports utilizing institutional data to create monthly, quarterly, and annual financial reports for Division Chiefs, Departmental Chair & Administrator.
• Design and produce other special reports as requested by Chair, Chiefs, 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 and Development:
• Develop detailed business plans for new and existing clinical and research programs to include market demand assessment, capital needs, facilities, divisional strengths and weaknesses, operational requirements, and implementation plans.
• Formulate tactical business plans in conjunction administrative leaders in the SOM, JHH, and other affiliated institutions.

Administrative

• 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.
• Supervise/train/lead administrative staff in excess of 70 individuals.
• Assist other divisional supervisors and administrative managers with hiring/firing of staff necessary for day to day program operations.
• Ensure that division payroll is completed in a timely and accurate manner.
• Stay apprised of weekly and semi-monthly payroll deadlines and ensures that forms for new hires, termination, and salary and/or budget changes for current employees are processed.
• 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.
• Orient all new employees to the Division; ensure 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 Chief 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 SOM and JHH.
• Provide information concerning Divisions, 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 Surgery monthly division meetings and disseminate information as necessary to faculty and staff.
• Compliance and Regulatory Affairs: Oversees compliance with state, local and federal regulations.
• Ensures specific regulatory requirements are met and maintains a centralized repository of program information that demonstrates compliance.
• Maintains an active knowledge of related regulatory changes through attending meetings, internet searches, trade periodicals, etc..

Marketing and Outreach

• Oversees outreach, marketing and education activities and initiatives.
• Provides oversight of production of newsletters brochures, correspondence, surveys, seminars and other events and materials.
• Identifies and discusses outreach opportunities with Chiefs and focuses outreach initiatives toward those goals.
• Provides analysis of referring physician/provider trends and measures the impact of outreach activities.

Patient Satisfaction

• Serves as point-person for patient issues.
• Addresses complaints or problems within 24 hours.
• Triages requests within 48 hours.
• Monitors patient satisfaction data for inpatient and outpatient units and implements projects toward improvement goals.

Managed Care and Contracting

• Serves as a point-person to the Office of Managed care, the CPA and the hospital regarding contracting related to divisional surgery services.
• Provides analysis to senior management in order to facilitate informed contracting decisions.

Cross JHUSOM/JHH Leadership

• Provides administrative leadership and support to hospital-based resources for divisionally aligned services (SICU, WICU, OR, Advanced Practice Group, etc.).
• Oversees financial performance for the functional unit hospital cost centers related to Trauma Surgery (expense and revenue management, budgeting).
• Serves as a point-person to Central Finance for hospital-related questions and projects.

Climate Setting

• To conduct self in an exemplary fashion to achieve goals and set example for others within the divisions.
• 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.

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 and Profitability

• With the Chiefs, allocate services and resources within the divisions 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 Administrator, divisional faculty, Research Administration, or the Business Office.

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.

NCR program support (20% effort)

• Work closely with Surgery CAO and Department administrator to recruit and retain surgeons and strategically expand surgical programs in the National Capitol Region
• Develop tactical business plans in conjunction with department leadership and administrative leaders in the SOM, JHH, and other community hospitals.
• Work closely with faculty and practice administrator to establish a successful clinical practice.
• Review monthly account , correct errors, and inform NCR Vice Chair, Division Chiefs, faculty, and Administrator of any problems or discrepancies.
• Develop faculty profit and loss statements with quarterly reporting.
• Provide, review, and analyze the clinical practice finances of the division.
• Develop appropriate billing strategies to maximize annual charges Ensure accurate compliance of faculty billing activity in accordance with CPA guidelines.
• Work with community hospital administrative leadership to review metrics, productivity, marketing efforts, operational and financial issues.
• Serve as point of contact for NCR surgeons for any administrative concerns.

• Bachelor's Degree in Business, Finance, Accounting or other related field.
• 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). Supervisory experience strongly preferred.
• Master's Degree in a related field may substitute for required experience, to the extent permitted by the JHU equivalency formula.

Classified Title: Associate Administrator - Clinical 
Role/Level/Range: L/04/LF  
Starting Salary Range: $98,200 - $171,900 Annually ($140,000 targeted; Commensurate with experience) 
Employee group: Full Time 
Schedule: M-F 
Exempt Status: Exempt 
Location: Hybrid/School of Medicine Campus 
Department name: ​​​​​​​SOM Sur General Administration  
Personnel area: School of Medicine