Administrative Services Manager

Maryland, United States
$50,200 – $69,090
01 Oct 2018
End of advertisement period
31 Oct 2018
Contract Type
Full Time

Classified title: Administrative Services Manager
Role/Level/Range: ATP/4/ PC
Starting Salary Range: $50,200 – $69,090 (commensurate with experience)
Employee group: Full -Time
Exempt Status: Exempt
Schedule (hours/days): 37.5/7.5
Location:  East Baltimore Campus

General Summary/ Purpose:

This role oversees all administrative operations of the Hospitalist group within the Division of General Internal Medicine and is responsible for collaborative with other divisional leadership in developing mission, vision and goals for the division, engaging in quality improvement initiatives and assuring the division is meeting all divisional, departmental and institutional system requirements.

This position also manages the Internal Medicine Pediatrics Training Program and works in partnership with the Medicine Pediatrics (MP) Program Directors and the Hospitalist directors to implement housestaff activities including intern selection, recruitment, and orientation.  The position will work in collaboration to ensure program compliance with established accreditation regulations, including national and University policies and guidelines.   This position will work with DOM Credentialing, SOM Registrar’s Office, and Medical Staff Office to complete the credentialing and reappointment of the housestaff as well as program verification forms.

Specific Duties & Responsibilities

Hospitalist Program Administration:

  1. Partners with the Hospitalist Program Director and Director of Clinical Operations regarding the overall operation of the unit.
  2. Collaborates with the Clinical Director and Director to guide the daily operations of the group, as well as guide the development and implementation of future goals and direction.
  3. Monitors and problem solves on active divisional issues, and works with Directors to develop, implement and maintain new administrative policies and procedures to ensure efficient operations of the division.
  4. Defines, directs and monitors the support staff responsibilities, productivity, performance, workflow and coverage, and coordinates and approves all support staff leave time and overtime, etc.
  5. Analyzes standing unit operating practices such as record keeping systems, forms control, office layout, personnel requirements, creating new systems, etc in conjunction with the Medical Office Supervisor.
  6. Assists in directing and developing Divisional meetings to provide updates on policies, procedures, and internal clinical and administrative issues.
  7. Interprets and communicates operating policies.
  8. Develops new computerized records systems to maintain academic and administrative data, as appropriate.
  9. Coordinates with JHU HR to post openings for new position and to process candidates who apply, including writing job descriptions for support staff, NP/PAs and physicians positions.
  10. Manages both Physician and NP/PA processing through Credential Verification Office and Billing Enrollment Offices, and International office when applicable
  11. Organizes new employee divisional orientation for new faculty and staff, ensuring compliance with JCAHO regulations as well as JHU policies.
  12. Responsible for hiring, supervision, disciplining and termination for the Medical Office Supervisor position.

Clinical Coordination:

  1. Prepares complicated physicians’ clinical shift schedule, ensuring service coverage, while accurately tracking proper allocation of individual physician’s FTEs and leave, including assisting in long range planning and problem solving with the unit directors to minimize adversely affects to continuity and viability of the clinical schedule due to shortfalls.
  2. Create and upkeep the learner schedule for the Central Procedure Service and sending the updated schedule to the team on the first of every month.


  1. Works with Division Administrator to review and interpret financial reports and communicates this information to Hospitalist Directors
  2. Produces and analyses reports, tables, productivity information, etc. for the Division Director, Departmental Administrator, and/or other hospital leadership.
  3. Collaborates with Division Administrator in preparing unit’s university annual budget submission. Coordinates with the Divisional Administrator to carry out funds allocations and reconciliations, including on divisional grants.
  4. Provides, reviews and analyzes unit clinical productivity: including billing process, overall unit financial health, and individual faculty clinical activity, and keeps Hospitalist Directors apprised of the status thereof.

Medical Training Program Administration:

  1. Serves as a member of the leadership team and attends leadership meetings taking notes and preparing minutes for the meetings.
  2. Coordinate the interview day activities to include breakfast, lunches, and receptions; Compile faculty ratings from interviews and prepare preliminary rank list; Participate in the Faculty Meeting to rank the applicants.
  3. Coordinate orientation activities for the med peds residents in collaboration with the categorical programs.
  4. Use Johns Hopkins SAP system to process reimbursements and invoices for Medicine Pediatrics Directors and residents.  Maintaining a spreadsheet of reimbursements for tracking of expenses as related to budget.
  5. Responsible for credentialing all incoming Medicine Pediatrics residents.
  6. Works with DOM Credentialing, SOM Registrar’s Office, and the Medical Staff Office in the reappointment of existing residents. 
  7. Responsible for the scheduling of the proper training classes for new residents including EPIC, Procedure, and online Clinical training modules in conjunction with both the Internal Medicine and Pediatrics programs.
  8. Maintain good relationships and coordinate program activities with the Internal Medicine and Pediatrics program coordinators.
  9. Schedules program educational events, meeting, retreats, Idoreyin Montague grand rounds, and graduation which includes scheduling of conference rooms, venues, a/v equipment, and food.
  10. Help to schedule and organize the program’s retreat
  11. Administer the evaluation system ensuring that rotation evaluations are entered and completed for each rotation. Coordinate evaluation system with Internal Medicine and Pediatrics.
  12. Compile and submit reports to ACGME, American Board of Pediatrics and Internal Medicine, American Academy of Pediatrics, American College of Physicians, American Association of Medical Colleges, AMA, and professional organizations as required.
  13. Participate in institutional, departmental, community, or national meetings with regards to the Medicine Pediatrics program.  Attend the ongoing professional development programs and will remain informed about current academic trends. 
  14. Maintains list of clinic preceptors and schedules.
  15. Updating Medicine Pediatrics program website.
  16. Maintain resident memberships in organizations such as ACP, NMPRA, and AAP.
  17. Coordinate Urban Health Elective schedule.
  18. Maintain resident files.
  19. Update duty hours schedule and ensure that hours are logged by the residents.  Prepare the quarterly duty hours report.
  20. Coordinate the ACGME site visit for the Medicine Pediatrics Training Program.
  21. Update and program letter of agreement.
  22. Complete internal ACGME monthly training forms.
  23. Create resident survey instruments and administer them.
  24. Serve as admin for the medpeds program director and maintain the director’s calendar.
  25. Produce the weekly “This Week in UH” newsletter. 

*This position requires on site attendance in case of inclement weather 

Minimum Qualifications:

  • Bachelor’s Degree in Business Administration or Health Care Management or related discipline
  • Minimum of four (4) years’ experience
  • Additional education may be substituted for years of related experience, to the extent permitted by the JHU equivalency formula

Preferred Qualifications:

  • Master’s degree preferred
  • Experience in clinical setting preferred

Special Knowledge, Skills, and Abilities:

  • Ability to supervise, lead, and train staff. Excellent interpersonal communications and organization skills both oral and written; excellent analytical skills and attention to detail.
  • Ability to identify issues and solve problems on a daily basis.
  • Computer competency is required with an advanced knowledge of spreadsheet, database and word processing software.
  • Work requires a high level of managerial oriented, educational, development and professional knowledge.
  • Substantial interpersonal skills necessary to direct work activities of support staff, maintain cooperative inter divisional working relationships, and to work closely with physicians, staff, etc.
  • A high degree of critical thinking and analytical ability required to resolve complex technical, operational, human resource and administrative problems.
  • Ability to prioritize own work and work of staff as needed. Ability to work with flexibility on several tasks simultaneously and to meet various concurrent deadlines.
  • Ability to maintain confidentiality.
  • Ability to effectively interact with all levels of University and Hospital employees as well as outside contacts.

Any Specific Physical Requirements for the Job:

  • Ability to stand, move about or sit for an extended period of time
  • Finger dexterity required to manipulate objects with fingers rather than with whole hand(s) or arm(s); use a keyboard
  • Ability to see within normal parameters
  • Ability to see within normal parameters
  • Ability to hear within normal range
  • Ability to lift 15 pounds

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.

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