Johns Hopkins University
Administrative Manager
Johns Hopkins University, Baltimore, Maryland, United States, 21276
We are seeking an
Administrative Manager
who will be responsible for overall administrative, financial and/or operational management for a moderately-sized department within the Krieger School of Arts and Sciences. This position provides strategic and day-to-day oversight of administrative and financial matters. Areas of focus may include finance; human resources; academic, research, and compliance operations; and infrastructure matters. The Administrative Manager
is generally responsible for some or all of the following: staff supervision and performance management; HR support for direct and indirect reports; budget management and administration; faculty, staff, and student payroll; financial functions and processes; program planning and implementation; facilities/space management oversight; and student and academic support systems.
Specific Duties & r-Responsibilities
Financial ManagementIn partnership with divisional leadership, participate in the development of annual operating budget(s) and assist with budget analysis and evaluation.Provide fiscal planning, management, and oversight of assigned budgets, e.g. operating, discretionary, gift/endowment, salary.Oversee planning and preparation for non-sponsored and/or sponsored funds budgets.Review monthly account statements, verify expense allocation, identify and ensure the correct processing of payroll and non-payroll transactions to correct or resolve discrepancies.Prepare or oversee preparation of various forms, journal entries, vouchers, system transactions, electronic budgets and expenditure transactions; serve as a transaction approver when appropriate.Oversee the procurement process for all assigned accounts; serve as a transaction approver when appropriate.Provide back-up documentation and explanation in response to audit requests.Prepare financial projections.Advise department and/or divisional leadership on resource needs and financial risks.Remain up to date on changes in university, divisional, and departmental financial policies.Develop, update, and amend departmental financial procedures.Develop and maintain various departmental finance tracking and/or management systems.Design and produce various monthly, quarterly, and annual reports as requested.
AdministrationManage the planning, production and execution of key projects, events, or other activities.Mentor staff and provide support for training.Monitor staff workloads, prioritize work efforts, and advocate for additional resources as necessary.Partner with a senior administrator and/or department/divisional leadership on coordination and completion of various strategic initiatives.Supervise performance of direct and indirect professional/support staff, conduct performance reviews and salary administration in collaboration with school/department leadership.Develop and document administrative policies and procedures needed to ensure smooth operations.Manage space and facilities issues specific to the assigned area.
Human ResourcesWork with departmental Human Resources support to establish and promote growth opportunities within the area, maintain equity, consistently apply policies and procedures, establish a positive working environment, and minimize staff turnover.Work with appropriate HR resources to determine and implement solutions that address non-routine HR problems promptly.Support faculty and staff supervisors in human resources administration: e.g. help develop staffing and personnel management plans, consult on hiring issues, assist with performance management issues and disciplinary actions, oversee salary planning.Ensure human resources activities are carried out consistent with university personnel policies, e.g. goal setting and performance reviews, payroll actions, visa applications, time and attendance recording, onboarding, etc.Ensure timely processing of payroll transactions, terminations, and updates to SAP records.
Operations and Program ManagementResponsible for the planning and implementation of activities of the specific academic, clinical, research, or programmatic area.Serve as a resource for faculty and academic staff to manage academic program activities, e.g. course scheduling and maintenance, room scheduling, review sessions, exams, etc.Oversee production and/or completion of student administrative processes, e.g. graduate student surveys, annual statements of notices for training grants, employment verification letters for students, etc.Assist all categories of learners with academic and financial issues, as appropriate.
Special Knowledge, Skills, & AbilitiesAbility to work on multiple projects at the same time, prioritize workload, and work under pressure deadlines.Effective oral and written communication skills. Ability to communicate clearly and precisely with other team members, leadership, and other departments, both verbally and in writing.Ability to work both independently and as part of an administrative team.Must be able to exercise good independent judgment.Social/emotional acuity and the ability to navigate working in a nuanced and diverse environment.Ability to understand their employees and tailor their management style to their needs.Ability to identify issues and develop strategies to resolve them.Proficiency with databases/spreadsheets, and JHU financial systems (SAP).Knowledge of JHU policies and procedures, payroll system, grants management and administration.Ability to maintain a professional demeanor and determine proper communication of confidential or sensitive information in interactions both internal and external to the Department.Ability to prioritize own work and work of staff as needed.
Minimum QualificationsBachelor's Degree in Business, Finance, Accounting or other related field.Five years progressively responsible professional-level administrative or financial experience related to monetary or non-monetary resources of a department, center or unitMaster'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.
Classified Title: Administrative ManagerRole/Level/Range: ATP/04/PDStarting Salary Range: $62,900 - $86,500 - $110,100 Annually (Commensurate with experience)Employee group: Full TimeSchedule: Monday - Friday / 8:30am - 5:00pmExempt Status:ExemptLocation:Homewood CampusDepartment name: HistoryPersonnel area: School of Arts & Sciences
Administrative Manager
who will be responsible for overall administrative, financial and/or operational management for a moderately-sized department within the Krieger School of Arts and Sciences. This position provides strategic and day-to-day oversight of administrative and financial matters. Areas of focus may include finance; human resources; academic, research, and compliance operations; and infrastructure matters. The Administrative Manager
is generally responsible for some or all of the following: staff supervision and performance management; HR support for direct and indirect reports; budget management and administration; faculty, staff, and student payroll; financial functions and processes; program planning and implementation; facilities/space management oversight; and student and academic support systems.
Specific Duties & r-Responsibilities
Financial ManagementIn partnership with divisional leadership, participate in the development of annual operating budget(s) and assist with budget analysis and evaluation.Provide fiscal planning, management, and oversight of assigned budgets, e.g. operating, discretionary, gift/endowment, salary.Oversee planning and preparation for non-sponsored and/or sponsored funds budgets.Review monthly account statements, verify expense allocation, identify and ensure the correct processing of payroll and non-payroll transactions to correct or resolve discrepancies.Prepare or oversee preparation of various forms, journal entries, vouchers, system transactions, electronic budgets and expenditure transactions; serve as a transaction approver when appropriate.Oversee the procurement process for all assigned accounts; serve as a transaction approver when appropriate.Provide back-up documentation and explanation in response to audit requests.Prepare financial projections.Advise department and/or divisional leadership on resource needs and financial risks.Remain up to date on changes in university, divisional, and departmental financial policies.Develop, update, and amend departmental financial procedures.Develop and maintain various departmental finance tracking and/or management systems.Design and produce various monthly, quarterly, and annual reports as requested.
AdministrationManage the planning, production and execution of key projects, events, or other activities.Mentor staff and provide support for training.Monitor staff workloads, prioritize work efforts, and advocate for additional resources as necessary.Partner with a senior administrator and/or department/divisional leadership on coordination and completion of various strategic initiatives.Supervise performance of direct and indirect professional/support staff, conduct performance reviews and salary administration in collaboration with school/department leadership.Develop and document administrative policies and procedures needed to ensure smooth operations.Manage space and facilities issues specific to the assigned area.
Human ResourcesWork with departmental Human Resources support to establish and promote growth opportunities within the area, maintain equity, consistently apply policies and procedures, establish a positive working environment, and minimize staff turnover.Work with appropriate HR resources to determine and implement solutions that address non-routine HR problems promptly.Support faculty and staff supervisors in human resources administration: e.g. help develop staffing and personnel management plans, consult on hiring issues, assist with performance management issues and disciplinary actions, oversee salary planning.Ensure human resources activities are carried out consistent with university personnel policies, e.g. goal setting and performance reviews, payroll actions, visa applications, time and attendance recording, onboarding, etc.Ensure timely processing of payroll transactions, terminations, and updates to SAP records.
Operations and Program ManagementResponsible for the planning and implementation of activities of the specific academic, clinical, research, or programmatic area.Serve as a resource for faculty and academic staff to manage academic program activities, e.g. course scheduling and maintenance, room scheduling, review sessions, exams, etc.Oversee production and/or completion of student administrative processes, e.g. graduate student surveys, annual statements of notices for training grants, employment verification letters for students, etc.Assist all categories of learners with academic and financial issues, as appropriate.
Special Knowledge, Skills, & AbilitiesAbility to work on multiple projects at the same time, prioritize workload, and work under pressure deadlines.Effective oral and written communication skills. Ability to communicate clearly and precisely with other team members, leadership, and other departments, both verbally and in writing.Ability to work both independently and as part of an administrative team.Must be able to exercise good independent judgment.Social/emotional acuity and the ability to navigate working in a nuanced and diverse environment.Ability to understand their employees and tailor their management style to their needs.Ability to identify issues and develop strategies to resolve them.Proficiency with databases/spreadsheets, and JHU financial systems (SAP).Knowledge of JHU policies and procedures, payroll system, grants management and administration.Ability to maintain a professional demeanor and determine proper communication of confidential or sensitive information in interactions both internal and external to the Department.Ability to prioritize own work and work of staff as needed.
Minimum QualificationsBachelor's Degree in Business, Finance, Accounting or other related field.Five years progressively responsible professional-level administrative or financial experience related to monetary or non-monetary resources of a department, center or unitMaster'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.
Classified Title: Administrative ManagerRole/Level/Range: ATP/04/PDStarting Salary Range: $62,900 - $86,500 - $110,100 Annually (Commensurate with experience)Employee group: Full TimeSchedule: Monday - Friday / 8:30am - 5:00pmExempt Status:ExemptLocation:Homewood CampusDepartment name: HistoryPersonnel area: School of Arts & Sciences