Johns Hopkins University
Office Manager
Johns Hopkins University, Baltimore, Maryland, United States, 21276
We are seeking an
Office Manager
for the Department of Physics and Astronomy. This role plays a pivotal role in supporting the Chairman, Faculty, and senior administrative staff through high-level administrative tasks and project management. The position encompasses a broad range of responsibilities, ensuring efficient operations and effective communication within the department and with external entities.
Specific Duties & Responsibilities
Administrative Support (10%)High-Level Assistance: Provide comprehensive administrative support to the Chairman and senior staff, including handling correspondence, managing faculty processes, and coordinating departmental initiatives.Correspondence Management: Draft, edit, and manage significant correspondence, ensuring clarity and confidentiality.
Faculty Processes: Oversee tenure, appointment, promotion processes, and support faculty recruitment and onboarding.
Office & Workflow Management (10%)
Daily Operations: Oversee daily office functions, including supplies, equipment, and maintenance.Staff Supervision: Manage and support office staff, ensuring effective performance and coverage. Oversite of event logistics and executions including supervising the efforts of existing positions coordinating departmental and research events.
Project & Event Management (40%)Departmental Projects: Lead or support departmental and university-wide projects, including strategic planning and special initiatives.Event Coordination: Organize and manage departmental events such as seminars, conferences, and workshops, ensuring smooth execution.
Financial & Budgetary Oversight (10%)Budget Management: Assist in budget planning and financial reporting, including managing office supplies and materials.PCard Approver: Approve PCard transactions, ensuring compliance with departmental and university policies.
Special & Cyclical Tasks (10%)Cyclical Responsibilities: Coordinate annual faculty reviews, budget preparation, and departmental surveys.Ad Hoc Tasks: Handle spontaneous tasks such as emergency response coordination, special event planning, and policy review.
Office Systems & Reporting (10%)Scheduling System Management: Oversee the 25Live scheduling system for departmental events and manage booking requests.Documentation and Reporting: Maintain departmental records, prepare reports, and ensure compliance with university policies.
Customer Service & Liaison Duties (10%)Stakeholder Liaison: Act as a liaison between the department and various stakeholders, including university offices and external organizations.Customer Service: Provide excellent service to faculty, staff, students, and visitors, resolving issues and addressing inquiries.
Special Knowledge, Skills & AbilitiesOrganizational Skills: Exceptional ability to manage multiple tasks, prioritize effectively, and maintain high levels of organization.
Communication: Strong written and verbal communication skills, with a professional and approachable demeanor.
Confidentiality: Ability to handle sensitive information with discretion and confidentiality.
Problem-Solving: Advanced problem-solving skills, with a proactive and initiative-driven approach to improving office operations.
Interpersonal Skills: Strong interpersonal skills, with the ability to collaborate effectively with diverse groups and build positive relationships.
Adaptability: Flexibility in managing changing priorities and tasks, with the ability to perform well in dynamic conditions.
Independence: Capable of working independently with minimal supervision, while aligning with organizational goals.
This role demands a high level of professionalism, attention to detail, and the ability to manage a wide range of administrative and project-related tasks efficiently and stakeholders from various backgrounds.
Minimum QualificationsBachelor's DegreeFive years in providing high level expertiseAdditional related experience may substitute for required education, to the extent permitted by the JHU equivalency formula
Preferred QualificationsExperience working in an academic department/higher educationProven experience in office management or administrative roles, preferably in an academic or higher education setting.Experience supervising staff, including managing workloads, providing feedback, and conducting performance evaluations.JHU Transaction Processing experience, i.e., SAP, Concur, PCard
Classified Title: Administrative SpecialistJob Posting Title (Working Title):Office ManagerRole/Level/Range: ATP/03/PCStarting Salary Range: $53,300 - $93,500 annually ($74,100 targeted; commensurate with experience)Employee group: Full TimeSchedule: Monday-Friday, 8:30 am - 5:00 pmExempt Status:ExemptLocation: Hybrid/Homewood CampusDepartment name: Physics and AstronomyPersonnel area: School of Arts & Sciences
Office Manager
for the Department of Physics and Astronomy. This role plays a pivotal role in supporting the Chairman, Faculty, and senior administrative staff through high-level administrative tasks and project management. The position encompasses a broad range of responsibilities, ensuring efficient operations and effective communication within the department and with external entities.
Specific Duties & Responsibilities
Administrative Support (10%)High-Level Assistance: Provide comprehensive administrative support to the Chairman and senior staff, including handling correspondence, managing faculty processes, and coordinating departmental initiatives.Correspondence Management: Draft, edit, and manage significant correspondence, ensuring clarity and confidentiality.
Faculty Processes: Oversee tenure, appointment, promotion processes, and support faculty recruitment and onboarding.
Office & Workflow Management (10%)
Daily Operations: Oversee daily office functions, including supplies, equipment, and maintenance.Staff Supervision: Manage and support office staff, ensuring effective performance and coverage. Oversite of event logistics and executions including supervising the efforts of existing positions coordinating departmental and research events.
Project & Event Management (40%)Departmental Projects: Lead or support departmental and university-wide projects, including strategic planning and special initiatives.Event Coordination: Organize and manage departmental events such as seminars, conferences, and workshops, ensuring smooth execution.
Financial & Budgetary Oversight (10%)Budget Management: Assist in budget planning and financial reporting, including managing office supplies and materials.PCard Approver: Approve PCard transactions, ensuring compliance with departmental and university policies.
Special & Cyclical Tasks (10%)Cyclical Responsibilities: Coordinate annual faculty reviews, budget preparation, and departmental surveys.Ad Hoc Tasks: Handle spontaneous tasks such as emergency response coordination, special event planning, and policy review.
Office Systems & Reporting (10%)Scheduling System Management: Oversee the 25Live scheduling system for departmental events and manage booking requests.Documentation and Reporting: Maintain departmental records, prepare reports, and ensure compliance with university policies.
Customer Service & Liaison Duties (10%)Stakeholder Liaison: Act as a liaison between the department and various stakeholders, including university offices and external organizations.Customer Service: Provide excellent service to faculty, staff, students, and visitors, resolving issues and addressing inquiries.
Special Knowledge, Skills & AbilitiesOrganizational Skills: Exceptional ability to manage multiple tasks, prioritize effectively, and maintain high levels of organization.
Communication: Strong written and verbal communication skills, with a professional and approachable demeanor.
Confidentiality: Ability to handle sensitive information with discretion and confidentiality.
Problem-Solving: Advanced problem-solving skills, with a proactive and initiative-driven approach to improving office operations.
Interpersonal Skills: Strong interpersonal skills, with the ability to collaborate effectively with diverse groups and build positive relationships.
Adaptability: Flexibility in managing changing priorities and tasks, with the ability to perform well in dynamic conditions.
Independence: Capable of working independently with minimal supervision, while aligning with organizational goals.
This role demands a high level of professionalism, attention to detail, and the ability to manage a wide range of administrative and project-related tasks efficiently and stakeholders from various backgrounds.
Minimum QualificationsBachelor's DegreeFive years in providing high level expertiseAdditional related experience may substitute for required education, to the extent permitted by the JHU equivalency formula
Preferred QualificationsExperience working in an academic department/higher educationProven experience in office management or administrative roles, preferably in an academic or higher education setting.Experience supervising staff, including managing workloads, providing feedback, and conducting performance evaluations.JHU Transaction Processing experience, i.e., SAP, Concur, PCard
Classified Title: Administrative SpecialistJob Posting Title (Working Title):Office ManagerRole/Level/Range: ATP/03/PCStarting Salary Range: $53,300 - $93,500 annually ($74,100 targeted; commensurate with experience)Employee group: Full TimeSchedule: Monday-Friday, 8:30 am - 5:00 pmExempt Status:ExemptLocation: Hybrid/Homewood CampusDepartment name: Physics and AstronomyPersonnel area: School of Arts & Sciences