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We are seeking an **_Administrative Manager_** to manage the administrative operations, oversee associated administrative support staff, and assist with administrative and financial activities of the Division of Cardiology. The Administrative Manager will report to the Division Administrator. This role encompasses the administrative management of the activities of a large and multipart office structure at the East Baltimore and Bayview campuses. The manager will help coordinate activities for the Division Administrator, small and large engagements, scheduling, faculty interactions, faculty appointments and letters of support, interactions with the office(s) of the Dean(s), other department Administrators, donors and executive offices of the School of Medicine, The Johns Hopkins Hospital, Johns Hopkins Bayview Medical Center and Johns Hopkins Health System.

Specific Duties & Responsibilities

_Administrative and Operational Leadership_

+ Provide administrative oversight of administrative assistants within the Division of Cardiology. Develop policies and oversee the implementation and monitoring of administrative support, and set guidelines for effective, efficient, and administrative operations.

+ Serve as Office Manager for the Division of Cardiology; responsible for generating the schedule, monitoring administrative coordinators’ productivity and performance.

+ Review and develop staff job descriptions necessary for new hires and restructure current job descriptions for upgrading of staff positions at administrative assistant levels. Work closely with DOM Human Resources for appropriate classification and salaries.

+ Supervise/lead administrative staff. Assist vice-chairs, administrators, associate administrators with hiring/firing/performance management of staff necessary for day-to-day office operations.

+ Coordinate and approve administrative staff absences, leave and overtime. Oversee and maintain compliance of the web-based time and attendance system (E210).

+ Develop new administrative policies and procedures as needed to ensure smooth operation of the Division of Cardiology. Make recommendations to Division Administrator, Administrators and Vice Chairs in the form of decision options.

+ Serve as primary point of contact for faculty and trainees who require letters of support from the Division Administrator in support of appointment, grant application or other, competitive processes

+ Review all documentation that comes to the Division Administrator for signature ensuring their completeness and no obligations are made on behalf of the department without explicit approval.

_Program Planning and Management_

+ Independently provide support for event planning, policy development and strategy development, and make recommendations accordingly.

+ Responsible for regular reporting to Administrators and Vice Chairs for operational support

+ Work with Divisional Administrators to establish, develop and revise meeting agendas to ensure the continuity of ongoing discussions and problem resolution

+ Under the direction of the Division Administrator, effectively communicate all new/revised policies to faculty.

+ Prepare documentation for faculty reviews, updates and ongoing efforts.

+ Ensure follow up on assignments made in meetings to keep projects/tasks on established timelines

+ Track ongoing department issues and initiatives and ensure matters are addressed regularly at appropriate meetings

+ Oversee planning and execution of events sponsored by the Division of Cardiology (e.g., faculty retreats, DOM Town Hall, Research Retreat, etc.)

+ Address patient concerns and ensure prompt resolution, in coordination with Patient Relations and affected parties.

_Financial_

+ Work with designated finance manager to monitor expenses and financial activity of the division.

+ Assist with budget preparation for accounts, review expenditures and reconciliation of accounts, develop strategy for expenditure control.

+ Act as division level approver for financial transactions and reimbursements for administrative personnel.

+ Oversee procurement card and reimbursement activities associated with the Division Administrator, reconcile purchases according to JHU policy.

_Climate Setting and Leadership_

+ Establish communication channels with staff and faculty to ensure that they receive information on internal and external issues which affect the operations of assigned areas.

+ Provide advice, assistance and service that aids in attaining related objectives

+ Serve as a source of information to senior leadership and other external and internal personnel.

Minimum Qualifications

+ Bachelor's Degree in Business, Finance, Accounting or related field.

+ Five years progressively responsible professional-level administrative or financial experience related to monetary or non-monetary resources of a department, center or unit.

+ Additional education may substitute for required experience and additional related experience may substitute for required education beyond high school diploma/graduation equivalent, to the extent permitted by the JHU equivalency formula.

Preferred Qualifications

+ Master’s Degree in related field.

Classified Title: Administrative Manager

Role/Level/Range: ATP/04/PD

Starting Salary Range: $62,900-110,100 Annually ($85,000 Targeted; Commensurate w/exp)

Employee group: Full Time

Schedule: 8:30 AM - 5:00 PM, M-F

FLSA Status: Exempt

Department name:SOM DOM Cardiology

Personnel area: School of Medicine

The listed salary range represents the minimum and maximum Johns Hopkins University offers for this position, based on a good faith estimate at the time of posting. Actual compensation will vary depending on factors such as location, skills, experience, market conditions, education, and internal equity. Not all candidates will qualify for the highest salary in the range.

Johns Hopkins provides a comprehensive benefits package supporting health, career, and retirement. Learn more: https://hr.jhu.edu/benefits-worklife/.

Equal Opportunity Employer

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.

EEO is the Law

https://www.eeoc.gov/sites/default/files/2023-06/22-088_EEOC_KnowYourRights6.12ScreenRdr.pdf