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Johns Hopkins University Sr. Administrative Manager in Baltimore, Maryland

General Summary/Purpose

Mission Overview

The Johns Hopkins Medicine Simulation Center (Simulation Center) is dedicated to supporting the growing use of simulation methodologies throughout medical education and professional practice. It provides consultative and supportive services for curriculum development, innovative instructional strategies, assessment methods, and faculty development in simulations for Johns Hopkins University School of Medicine (JHUSOM) and the Johns Hopkins Hospital (JHH) as well as other Johns Hopkins Health System (JHHS) and Johns Hopkins University entities (Bayview Medical Center, School of Nursing, etc.) and external clients. The Simulation Center has a special interest in resuscitation, crisis resource management, and simulation-based research. In an effort to advance the science of medical education and patient safety, simulations are conducted within the Simulation Center and in the clinical environment (“in situ”).

Summary of Job

Reporting to the Director of the Simulation Center, this position serves as the Sr. Administrative Manager for all operations, finance, human resources (HR), business development, and marketing related matters related to the Simulation Center. This position requires advanced financial and analytical skills for budget preparation and monthly variance reporting, as well as the generation of revenue models, practice/staffing models, and efficient process flows. This position also requires strong managerial skills and knowledge of JHUSOM and JHHS human resource policies and processes as well as training and education program development. Additionally, this position requires knowledge and skills related to developing business, philanthropy, and marketing strategies that will facilitate revenue generation. The Senior Administrative Manager position will require a high level of independent actions and initiative as well as creative thinking to design and carry out these activities. The position works closely with numerous internal and external stakeholders, including educators, practitioners, budget and finance leaders, HR professionals, facilities staff and leaders, clients, and vendors.

Specific Duties & Responsibilities

Finance :

  • Prepares and coordinates the yearly operating and capital budgets, monthly reporting and management of departmental funds, joint administrative agreements, research grants, contracts, affiliation agreements and discretionary accounts

  • Prepares ad hoc operational and financial documents and reports as requested by Simulation Center leadership, such as capital spending reports, cost-benefit analyses, and gap analyses related to staffing or other resources

  • Prepares cost proposals for potential Simulation Center users and completes invoicing upon project completion

  • Holds routine meetings with Simulation Center leadership to review financial performance along with operational and human resource issues

  • Performs analysis of projects, including productivity and fiscal performance, for use in short- and long-range financial, operational, and strategic planning

  • Assists Simulation Center leadership in development of short- and long-range financial plans, and oversees implementation of those plans.

  • Reviews and approves expense reports, non-capital SAP shopping carts, online check requests, etc.

  • Supervises grant budget management and financial functions, ensuring that tasks are completed in accordance with institutional policies and procedures

  • Oversees all capital requests and expenditures; develops and maintains vendor relationships Human Resources (HR):

  • Oversees HR activities in the Simulation Center (including hiring, training, performance evaluation, etc.) and works with supervisors and the School of Medicine Human Resources Department for recruitment, compensation issues, counseling, performance improvement, etc.

  • Supervises team of administrative staff (currently three). Supervisory responsibilities include interviewing, hiring, training, motivating, evaluating, and initiating disciplinary action as needed, according to HR policies and procedures. Coordinates employees’ time off and vacation coverage and monitors daily coverage within the Simulation Center.

  • Monitors and evaluates ongoing staffing needs throughout the Simulation Center, and reports to leadership as needed.

  • Creates and submits hiring requisitions for the Simulation Center.

  • Manages the recruitment, onboarding, and retention of Standardized Patients (SPs) and other casual staff needed to carry out the mission of the Simulation Center; reconciles SP payroll with the various roles, personnel numbers, and pay rates an SP might have within a given time period.

  • Oversees the payroll process for the Simulation Center, including payroll expense processing and distribution and ensuring adherence to university and federal guidelines.

  • Applies advanced knowledge of program management to optimize personnel development, fiscal and departmental operations, performance improvement, and program development. Other :

  • Serves as the Simulation Center liaison with areas such as JHU Office of Human Resources, JHU Controller’s Office, the JHUSOM Divisional Budget Office, JH Legal and Tax Office, JHUSOM Office of Research Administration, JHUSOM Development Office , JHH Finance Office, and JHH Facilities Office

  • Supports business development goals and, with the Director, develops and implements marketing strategies

  • Oversees operational management of space of the Simulation Center, including compliance with safety standards, maintenance and repairs, allocation and utilization review, renovation planning with Facilities, etc.

  • Serves as administrative manager on Capital Renovation projects, working closely with Facilities and other stakeholders

  • Contributes to the mission and goals of Johns Hopkins Medicine by participating in JHH and JHUSOM’s institution-wide strategic initiatives, assuring compliance with accreditation and other applicable federal, state, and local regulatory agencies.

  • Supports the Society for Simulation in Healthcare (SSH) accreditation processes, including co-leading or assisting the accreditation lead in setting and adhering to timelines, collecting or creating documentation, supporting accreditation committees, etc.

Minimum Qualifications (Required):

Bachelor's degree in business, finance, accounting, or other related field.

Five (5) 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 : 18 graduate degree credits may substitute for one year of experience. Additional related experience may substitute for the 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. *

Preferred Qualifications

Master’s degree in business administration, finance, or related field strongly preferred.

Experience in an academic health center strongly preferred

Experience supervising staff strongly preferred

Special Knowledge, Skills, and Abilities

  • Strong analytical skills required as typically demonstrated through development of complex report design/generation, revenue models, practice/staffing models, and efficient process flows

  • Managerial skills acquired through knowledge of JHUSOM and JHHS human resource policies and processes, training, and education program development

  • Demonstrated experience supporting business development and marketing initiatives

  • Strong interpersonal skills

  • Demonstrated formal and informal leadership skills as necessary to communicate a vision, build consensus, motivate others, etc.

  • Excellent verbal and written communication skills

  • Ability to work effectively with diverse stakeholders, including learners, faculty, management, leadership, and internal and external clients

  • Able to maintain confidentiality and display diplomacy

  • Work in a self-directed manner and manage multiple tasks and projects concurrently with frequent interruptions

  • Work effectively as a member of a diverse team of stakeholders

  • Excellent communication skills as necessary to effectively manage employees within the assigned functional unit, and to persuade and negotiate with peer-level managers on issues and programs that impact the Simulation Center.

  • Strong negotiation skills, applied to effectively dealing with conflicting views or issues; mediating fair and workable solutions; and serving as negotiator with vendors and other stakeholders

  • Ability to maintain records, prepare reports, perform calculations, and communicate instructions to staff and stakeholders.

  • Demonstrated experience managing a variety of information from multiple inputs to create streamlined, efficient, and cohesive final products for multiple stakeholders.

  • Demonstrated strong organizational skills and attention to detail.

  • Strong problem-solving skills in working with various healthcare providers and education leaders from different program levels.

  • Sitting in a normal seated position for extended periods of time.

  • 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), for example, using a keyboard.

  • Communication skills using the spoken word.

  • Occasionally lifting, carrying objects weighing 10lbs. or less.

  • Occasionally pushing, pulling objects weighing 30lbs. or less.

  • Ability to move about.

Additional Requirements:

The Johns Hopkins Medicine Simulation Center strives to be a leader in teaching the importance of emergency readiness. The person who accepts this positon must become certified in and maintain certification in American Heart Association Basic Life Support (i.e., CPR). Certification is not required at the acceptance of the positon, but must be attained by the first employment anniversary, and must be maintained at all times while employed.

Classified Title: Sr. Administrative Manager

Working Title : Sr. Administrative Manager ​​​​​

Role/Level/Range: ATP/04/PE

Starting Salary Range: $69,140 - $95,005 /Commensurate with Experience

Employee group: Full Time

Schedule : Monday - Friday, 8:30am-5pm/ 37.5 hrs per week

Exempt Status: Exempt

Location : 04-MD:School of Medicine Campus

Department name: 10003333-SOM Admin Sim Ctr Simulation Center

Personnel area: School of Medicine

The successful candidate(s) for this position will be subject to a pre-employment background check.

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 HR Business Services Office at . For TTY users, call via Maryland Relay or dial 711.

The following additional provisions may apply depending on which campus you will work. Your recruiter will advise accordingly.

During the Influenza ("the flu") season, as a condition of employment, The Johns Hopkins Institutions require all employees who provide ongoing services to patients or work in patient care or clinical care areas to have an annual influenza vaccination or possess an approved medical or religious exception. Failure to meet this requirement may result in termination of employment.

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.

Equal Opportunity Employer

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Equal Opportunity Employer:

Johns Hopkins University is an equal opportunity employer and does not discriminate on the basis of race, color, gender, religion, age, sexual orientation, national or ethnic origin, disability, marital status, veteran status, or any other occupationally irrelevant criteria. The university promotes affirmative action for minorities, women, disabled persons, and veterans.