Administrative Manager - 117123

Requisition ID: 117123

Administrative Manager

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 & Responsibilities

Financial Management

• In 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.
  
  
  

Administration

• Manage 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 Resources

• Work 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 Management

• Responsible 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, And Abilities

• Ability 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 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

• Experience in higher education strongly preferred, as is prior experience with SAP.
  
  
  

Classified Title: Administrative Manager

Role/Level/Range: ATP/04/PD

Starting Salary Range: $62,900 - $110,100 Annually (Commensurate with experience)

Employee group: Full Time

Schedule: Monday - Friday / 8:30am - 5:00pm

Exempt Status: Exempt

Location: Hybrid/Homewood Campus

Department name: Sociology

Personnel area: School of Arts & Sciences

Total Rewards

The referenced base salary range represents the low and high end of Johns Hopkins University’s salary range for this position. Not all candidates will be eligible for the upper end of the salary range. Exact salary will ultimately depend on multiple factors, which may include the successful candidate's geographic location, skills, work experience, market conditions, education/training and other qualifications. Johns Hopkins offers a total rewards package that supports our employees' health, life, career and retirement. More information can be found here: https://hr.jhu.edu/benefits-worklife/.

Education and Experience Equivalency

Please refer to the job description above to see which forms of equivalency are permitted for this position. If permitted, equivalencies will follow these guidelines: JHU Equivalency Formula: 30 undergraduate degree credits (semester hours) or 18 graduate degree credits may substitute for one year of experience. Additional related experience may substitute for required education on the same basis. For jobs where equivalency is permitted, up to two years of non-related college course work may be applied towards the total minimum education/experience required for the respective job.

Applicants Completing Studies

Applicants who do not meet the posted requirements but are completing their final academic semester/quarter will be considered eligible for employment and may be asked to provide additional information confirming their academic completion date.

Background Checks

The successful candidate(s) for this position will be subject to a pre-employment background check. Johns Hopkins is committed to hiring individuals with a justice-involved background, consistent with applicable policies and current practice. A prior criminal history does not automatically preclude candidates from employment at Johns Hopkins University. In accordance with applicable law, the university will review, on an individual basis, the date of a candidate's conviction, the nature of the conviction and how the conviction relates to an essential job-related qualification or function.

Diversity and Inclusion

The Johns Hopkins University values diversity, equity and inclusion and advances these through our key strategic framework, the JHU Roadmap on Diversity and Inclusion.

Equal Opportunity Employer

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.

EEO is the Law

https://www.eeoc.gov/sites/default/files/2023-06/22-088_EEOC_KnowYourRights6.12ScreenRdr.pdf

Accommodation Information

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 Talent Acquisition Office at jhurecruitment@jhu.edu. For TTY users, call via Maryland Relay or dial 711. For more information about workplace accommodations or accessibility at Johns Hopkins University, please visit https://accessibility.jhu.edu/.

Vaccine Requirements

Johns Hopkins University strongly encourages, but no longer requires, at least one dose of the COVID-19 vaccine. The COVID-19 vaccine does not apply to positions located in the State of Florida. We still require all faculty, staff, and students to receive the seasonal flu vaccine. Exceptions to the COVID and flu vaccine requirements may be provided to individuals for religious beliefs or medical reasons. Requests for an exception must be submitted to the JHU vaccination registry. This change does not apply to the School of Medicine (SOM). SOM hires must be fully vaccinated with an FDA COVID-19 vaccination and provide proof of vaccination status. For additional information, applicants for SOM positions should visit https://www.hopkinsmedicine.org/coronavirus/covid-19-vaccine/ and all other JHU applicants should visit https://covidinfo.jhu.edu/health-safety/covid-vaccination-information/.

The following additional provisions may apply, depending upon campus. Your recruiter will advise accordingly.

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.

Hybrid: On-site 3-4 days a week