Sr. Administrative Manager

The Johns Hopkins University is seeking to hire a Sr. Administrative Manager who will serve as the lead within the School of Medicine Basic Science Consortium. This leadership position will report to the Department Directors and Basic Science Administrator and will bring a high-level of experience in financial, academic, administrative, and strategic planning to anticipate existing and novel revenue streams. The Sr. Administrative Manager will also partner with Basic Science Shared Resources to ensure consistency and compliance across programs.

Specific Duties and Responsibilities

Strategic Planning

• Partners with the Department Director to coordinate and oversee strategic, operating, and tactical planning process to ensure that the Department has clear goals and measures of success, in conjunction with overall Department and SOM priorities.
• Works with Directors to evaluate existing programs and the need for new programs; Evaluates and recommends facility and space needs as well as staffing requirements.
• Assists in the development of new programs with internal and external collaborators to ensure goals and standards are achieved; Monitors program performance and implements corrective actions as necessary in conjunction with the Directors.
• Acts as primary liaison between departments, SOM leadership, and other JH entities in resource negotiations.

Managerial Responsibilities

• Schedules administrative and academic staff to ensures appropriate coverage, Monitors attendance.
• Interviews, hires and trains new administrative and academic staff as appropriate; Supervises staff performance.
• Manages performance; onboards and develops staff; Implements progressive counseling and corrective actions as necessary. Measures productivity and evaluates effectiveness through auditing processes.
• Develops staff performance standards and provides feedback to staff.
• Provides coverage solutions during staff absence or turnover.

Climate Setting and Leadership

• Conducts self in an exemplary professional fashion to achieve goals and set example for others within the department.
• Establishes communication channels with staff, faculty, and senior leadership to ensure information on internal and external issues which affect the operations of the area is received.
• In conjunction with the Directors, and other senior leadership, formulates overall tactical planning for growth and viability; Develops new administrative policies as needed to ensure smooth operation in the Department.
• The incumbent should demonstrate the ability to be a visionary, critical thinker who is adaptable, flexible and nimble.
• Cultivate strategic partnerships with internal and external stakeholders.

Financial Skills & Competencies

• Well versed in annual operating and capital planning process.
• Able to run, analyze and interpret financial data for monitoring, tracking and providing variance explanations.
• In conjunction with the Basic Science Finance Office (BSFO), develop business plans that align to strategic priorities.
• Working knowledge for navigating enterprise–wide Business Systems such as SAP, Fibi, Concur, etc.
• Solid technical skills using the Microsoft Suite of Products with heavy emphasis on and expertise in Excel.
• Prepares and provides ad hoc financial reports to the Directors.
• Assists Directors and other School leadership in the development and tracking of business plans.
• Develop strategies with the Department Directors for establishing and utilizing discretionary funds for the Departments’ teaching and research missions in liaise with BSFO.
• Partner with the BSFO to manage all non-sponsored financial lines of business (operational, gift/discretionary, Startup, BDP and endowment) and provide comprehensive reporting of all department financial and expenses activities.
• Reviews all expenses and analyzes reports for discretionary expenses.
• Oversees spending decisions and monitors the monthly reconciliation reports for all non-sponsored accounts.
• Communicates with internal university offices such as the Business Office, Purchasing, Accounts Payable, Accounts Receivable and other BS Shared Services and relays information to the team for compliance.
• Partners with BSFO to approve EFORM and salary distribution changes for faculty and staff not supported by sponsored accounts.
• Manages on-going equipment inventory changes.

Human Resources and Administration

• Partners with Human Resources and Department Directors to develop and implement plans for the overall human resources and organizational development goals of the departments, ensuring that all personnel management functions are successfully performed, including recruitment and retention, employee relations, grievances, training orientation, separations, career development and the equitable administration of compensation programs.
• Manages time sheet approval and non-research effort forms.
• Work with BS HR to create and direct requisition activity and hires.
• Ensures faculty recruitment activities are consistent with Standard Operating Procedures; Works with critical hires to ensure successful transition to the Baltimore area.
• Assesses staffing needs and recommends solutions.
• Works with BS HR to ensure compliance with all appropriate HR policies to include Faculty and Fellows.
• Develops excellent working relationships with BS Human Resources; Ensures that all departmental human resource activities are carried out consistent with university personnel policies and develops new administrative policies as needed.
• Assists with the recruitment and retention of faculty, Coordinates faculty appointments, annual reviews, and promotional documents.
• Prepares justifications and summaries for staff promotion packages.

Research Responsibilities

• With Research Management Services (RMS), ensures effectiveness of research operations within each Department.
• Develops and oversees strategic alliances with peer personnel in associated business entities.
• With RMS & BSFO, reviews non-sponsored expenses in support of research operations and increases productivity to improve operating budget performance.
• Ensure lab safety protocols are in place and followed in labs; coordinates annual safety inspections.
• Ensure lab faculty and staff are current and up to date on required safety training.
• Work with Directors to assign and manage department space.
• Work with Basic Science Operations Manager to ensure space is properly allocated with SOM databases.

Student Program Responsibilities

• Oversees the management of all student and fellow recruitment programs and work with BS HR to resolve any payroll issues.
• Oversees the administrative management of the Departmental Graduate Program by the coordinator.

Marketing and Development

• Work with BS Development to track and cultivate past postdocs, faculty, and/or friends of each department.
• Work with Department Directors and Director of Development to prioritize department’s fundraising goals.
• Advise Marketing and Communications of recent faculty awards, major publications, news requests; Work with staff to keep website and social media current.
• Provide oversight of production of newsletters, brochures, correspondence, seminars, and other event materials.

Core Facilities and Service Centers

• Partner with BSFO to develop business plans, rate schedules and oversee billings for core facilities.
• Monitor cores for compliance.
• Work with core directors to implement new technologies as needed.

General Administration

• Monitors, evaluates and implements business practices and procedures to support the day-to-day operational needs of the Departments.
• Maintains accurate inventory of space and equipment; With Directors, assigns available space and assists in future space planning as it relates to organizational operations; Oversees any renovation or space maintenance projects.
• Represents the organization to both internal and external constituent groups in such a manner as to enhance the image of each Department and to further its objectives.
• Communicates with senior leadership within each Department and other constituencies to keep them aware of important Johns Hopkins Medicine and University information.
• Ensure Pcard policies are followed and allocations are being processed in a timely manner.
• Ability to run key reports, ability to interpret data, analyze reports and make financial decisions.
• Ensures that staff and faculty understand and comply with all JHU purchasing requirements concerning vendor selection criteria and price justification.
• Oversee the on-boarding of new faculty, postdocs, and students.
• Supervise postdoctoral fellow recruitment and maintenance process.

Knowledge, Skills, and Abilities

• Comprehensive understanding of the dynamics of the academic activities of an academic medical institution.
• Demonstrated knowledge and experience of funds accounting.
• Ability to manage human resources, develop policies and procedures.
• Analytical ability to project revenues and expenditures, develop sound policies and procedures for area of responsibility and to maintain proper documentation for department.
• Demonstrated capacity for leadership as well as ability to supervise and train staff and effectively interact with all levels
• Excellent oral/written communication skills.
• Strong organizational skills and attention to detail.

Minimum Qualifications

• Bachelor'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 unit.
• Master'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.

Preferred Qualifications

• Master’s Degree.

Classified Title: Sr. Administrative Manager 

Role/Level/Range: ATP/04/PE  

Starting Salary Range: $73,300 - $128,300 Annually ($105,000 targeted; Commensurate with experience) 

Employee group: Full Time 

Schedule: M-F 8:30am-5:00pm 

Exempt Status: Exempt 

Location: Hybrid/School of Medicine Campus