Sr. Administrative Manager; Psychiatry and Behavioral Sciences

Sr. Administrative Manager

We are seeking a Sr. Administrative Manager who will manage the financial and administrative activities of the Division. The position reports directly to the Associate Administrator of the Department and the Director of Child Psychiatry. Responsibilities include coordinating, standardizing, and improving administrative, budgetary, clinical, educational, research operations, processes, policies, and procedures across the Division’s multiple geographic sites and organizational interfaces in keeping with the Division’s strategic plan.

This job encompasses the management of a large and complex Divisional structure including finances, sponsored projects management, human resources, payroll, program development, and overall administrative operations of the Division. The ideal candidate will combine administrative expertise, an understanding of clinical service delivery and academic medicine, a high degree of self‑motivation, the ability to function independently, highly effective interpersonal skills, and the capability to organize and prioritize workload and manage multiple projects effectively.

• In partnership with the Director, translates the vision for Child and Adolescent Psychiatry into a sustainable and integrated financial plan.
• Analyzes budget patterns, projects spending against proposed budgets, and proposes budgetary plans for upcoming fiscal year for sponsored and non‑sponsored revenue accounts.
• Manages all Division funds (clinical, research, gift, contracts, and endowment). Develops and maintains various computerized management systems with spreadsheets and databases to assist with this process. Review monthly statements of account activity, make corrections, and inform faculty members of any problems or discrepancies. Close out all terminated accounts, reconcile ledgers, and ensure account balances are zero.
• Manages the division’s sponsored pre‑ and post‑award grant/contract activities with awards averaging in excess of $3 million per year.
• Monitor faculty and staff percent of effort expended on research grants and contracts. Maintain equivalent salary distribution on accounts. Maintain computerized tracking for salary distribution on all Division accounts. Review ERS reporting for accuracy.
• Develop the Division’s annual operating budget for submission to the Department of Psychiatry and Behavioral Sciences.
• Design and produce various computerized monthly, quarterly, and annual financial reports for Division Director. Design and produce other special reports as requested by Directors and/or other faculty members.
• Prepare or ensure correct preparation of all electronic and paper forms such as journal vouchers, check deposits, telephone service requests, electronic budgets and expenditure transfers.
• Provides guidance regarding the interpretation of applicable contract, grant and cooperative agreement terms and conditions, as well as other administrative rules, cost principles under OMB (including A-21, A-133, A-110), 22
  
  CFR
  226, 22
  
  CFR
  228, and FAR.
• Provide, review, and analyze the Divisional clinical finances. Review Departmental clinical collections to determine appropriate reimbursement. Develop appropriate billing strategies to maximize billing and collections. Ensure accurate compliance of faculty billing activity in accordance with CPA guidelines. Develop faculty profit and loss statements once methodology has been defined.
• Develop strategies with the Division Director for establishing and utilizing discretionary funds for the preservation of the Division’s teaching, research, and patient care missions.
• Collaborate with relevant administrators, including those in the Department of Psychiatry, Johns Hopkins Children’s Center, Johns Hopkins Bayview Medical Center, and the Kennedy Krieger Institute to standardize and simplify processes and financial reporting needs of the Division.

• Direct supervision of administrative assistant and fellowship training coordinator.
• Develop staff job descriptions for new hires and restructure current job descriptions for upgrading of staff position as needed. Work closely with…