The Department of Urology is seeking an Assistant Administrator-Finance. The Assistant Administrator is responsible for the financial budgeting, reporting and management of the Department of Urology, The Brady Urological Institute and Greenberg Bladder Cancer Institute. The ideal candidate will be responsible for the development and implementation of accounting controls for financial management; implementation of operations and policies, including the development of written guidelines, and for training managers and supervisors the implementation of policies. S/he will manage and coordinate the budgeting, reporting and management of departmental funds, including clinical practice, joint administrative agreement, research grants, confidential affiliation agreements, endowments, general funds and discretionary accounts.
Specific Duties and Responsibilities:
Manage all departmental funds (general, clinical, research, gift, and endowment)
Develop and maintain various computerized management systems with spreadsheets and databases to assist with this process
Review monthly statements of account activity, correct errors, and inform faculty members of variance, problems or discrepancies
Close out all terminated accounts, reconcile ledgers, and ensure account balances are zero
Provide, review, and analyze the departmental clinical finances
Review departmental clinical collections to determine appropriate reimbursement
Develop appropriate billing strategies to maximize billing and collections
Develop reporting systems for feedback to responsible parties including Clinical Profit and Loss by Physician Budget variance and projections, etc.
Oversee manager of all sponsored research projects: government grants, private awards, commercial contracts
Supervise budget development for all grant and contract proposals
Develop and oversee staff completing the applications for accurate and timely submission
Develop department’s annual operating budget for submission to the School of Medicine
Develop and oversee financial budgets and payments for international business agreements
Design and produce various computerized monthly, quarterly, and annual financial reports for Director, Vice Chairman, and Departmental Administrator
Design and produce other special ad hoc reports as requested by Directors and other faculty members
Work closely with JHH functional surgery units & Directors of Finance to forecast patient volumes and expenses and evaluate new business plan feasibility
Ensure complete and up-to-date operating procedures for all accounting and financial controls
Maintain proper internal controls and oversight of fund management
In conjunction with Business Office and Central Accounting, manage and take appropriate actions to resolve bad debt accounts
Implement policies and controls to minimize loss exposure
Administer annual joint agreements with the Johns Hopkins Hospital, Outpatient Clinical Services, and Fund for Johns Hopkins Medicine
Ensure proper transfers, credits, and monthly reconciliation
Oversee approval and manage purchases, including supplies, equipment, animal services and independent contracts
Help to manage inter-entity agreements with satellite practices: Sibley, Green Spring Station, Odenton, White Marsh, and Kennedy Krieger
Process end of year transactions and close out accounts
Responsible for budgeting, reporting and management of the JHH programs related to the JHOC 4 Urology Clinic
Serve as departmental liaison with the University and the Hospital for School of Medicine Business Office, Research Administration, Research Accounting, the Department of Human resources, JHU Controller’s Office, Tax Office, and JHH Finance Office
Manage the review and approval process of the Departments sponsored research and clinical grants and contracts
Oversee the Departments Sr. Production Unit Manager and supports the Administrator on ensuring professional fee billing activities are operating efficiently and effectively
II. Program Planning and Development
Formulate and document overall tactical planning for Departmental services which incorporates growth, viability, profitability, and fosters the continued advancement of patient care and research
Assist Chairman and Administrator with planning and development of new programs and recruitment of new faculty
Develop detailed business plans for new and existing departmental clinical and research programs to include market demand assessment, capital needs, facilities, departmental strengths and weaknesses, operational requirements, and implementation plans
Formulate detailed cost analyses for both University and Hospital finance as they relate to business plans
Understand the financial, operational and compliance risks which affect current and future Departmental activities
Demonstrate the ability to identify and appropriately dimension those risks, and formulates recommendations that are appropriate, practical, and cost-effective
Leverage programmatic Best Practices within the Departmental business model to support strategic management
Benchmarks external Best Practices, complete feasibility analyses, and recommend new processes for implementation
Supervise all financial staff
Initiate and review annual performance evaluations on the staff
Help oversee HR Manager and all HR procedures
Work closely with faculty members and administration in initial due diligence of new and restructured positions
Coordinate submission of appropriate paperwork for review and approval by the Administrator, HR Manager and Human Resources Department
Develop new administrative policies and procedures as needed to ensure smooth operations of the Department
Make recommendations to Department Chairman and Administrator in the form of decision options
Work with departmental members to resolve various personnel and financial problems involving Tax, Payroll, Registrar, and International offices
Arrange for departmental payment of health insurance for clinical and research fellows
Oversee inventories and service contracts on administrative and clinical equipment (computers, printers, copiers, faxes, beepers, etc.)
Outline existing opportunities to improve space utilization and define needs for additional space to the Department and the Dean’s office
Provide pertinent information concerning Department and School policies to internal personnel
Provide program information as requested by Administrator, Chairman, School of Medicine, or external entities as appropriate
Attend Department of Urology manager and staff meetings and disseminate information as necessary to other faculty and staff
Select and coordinate utilization of outside vendors and independent contractors
Formalize contracts and agreements according to University guidelines
May design and implement proprietary computer programs to enhance functionality, utility, and productivity of current Departmental and University systems
Develop web-based application platforms to streamline processes and provide greater on-demand accessibility.
Oversee effort reporting compliance and track percent of effort conflicts
Manage implementation process of new enterprise systems
Ensure and maintain proper security access and training on systems
Responsible in conjunction with the Departments LAN Administrator for information systems including evaluating end-user needs, coordinate network wiring, project development, coordination of network support and serving as liaison IT management groups
Triage daily end-user problems encompassing printers, hardware, and software, and software application errors (MC Office, Windows NT, JHU systems-SAP, ERS, E210 systems – HIP, EPIC, EPR, Novel Group-wise, and Internet Browsing)
Coordinate Emergency Preparedness for department
Create, implement and maintain an effective Business Continuity Plan
IV. Climate Setting and Leadership
Conduct self in an exemplary fashion to achieve goals and set example for others within the Department
Establish communication channels with staff and physicians to ensure they receive information on internal and external issues which affect 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 regarding Urological services
V. Growth and Profitability
With the Department Chairman and Administrator, allocate services and resources within the department to develop efficiencies, improve and maintain the services of the assigned areas, and to ensure profitability
Identify and disseminate proposals for external funding possibilities from governmental or other private sources in conjunction with the Administrator, clinical faculty, research administration, or the Dean’s office
Bachelor’s degree in business, finance, accounting, or other related field required
Seven years progressively responsible professional level administrative management/leadership and financial experience related to monetary or non-monetary resources required
Master’s degree in related field may substitute for some of the required experience
Two years of financial management experience
Knowledge of accounting and budgeting theory and practices
Knowledge and understanding of the Johns Hopkins University accounting system and related fiscal offices
Specific knowledge of the operation of the Division(s)
Excellent communication skills - verbally and written
Additional Knowledge, Skills, and Abilities:
SAP (all components), Cognos 10, COEUS, Excel, Access, PowerPoint, SharePoint, EPIC, Adobe, ViewDirect, Crystal Reports, BI Reporting, VPN, proxies.
Internal: Department of Urology Administration, Department of Urology Billing Office, Research Administration Business Office, Registrar’s Office, Research Accounting, Equipment and Space Accounting, General Accounting, Payroll, Accounts Payable, Purchasing, Information Systems, Homewood Micro computing Center, International Office, Office of Treasurer, Fund for Johns Hopkins Medicine, Clinical Practice Association. Various other departments and divisions in the School of Medicine, Johns Hopkins Bayview Medical Center, and the Johns Hopkins Hospital, and other Johns Hopkins entities.
External: External affiliated hospitals and satellites, governmental and private agencies granting research funds (e.g., NIH, AFUD, NKF, pharmaceutical companies, and international consortiums), and various vendors and service providers (e.g., supply companies, professional medical organizations and societies, and contractors).
Sitting, standing and walking for extended period. Reaching by extending hand(s) or arm(s) in any direction. Finger dexterity required to manipulate objects with fingers rather than with whole hand(s) or arm(s). Ability to move about a hospital or clinical environment. Able to lift minimum weight, 10 lbs.
Woking Conditions: Travel to other clinical locations may be required.
Working Title: Assistant Administrator – Finance Role/Level/Range: ATP/04/PF Starting Salary Range: $80,665.00-$110,880.00;Commensurate with experience Employee Group: Full Time Schedule: Monday - Friday, 8:30am - 5:00pm, Travel to other clinical locations may be required. Exempt Status: Exempt Location: School of Medicine, East Baltimore Campus Department Name: SOM Urology Personnel Area: School of Medicine
The successful candidate(s) for this position will be subject to a pre-employment background check.
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