Classified Title: Administrative Manager Role/Level/Range: ATP/04/PD Starting Salary Range: $58,695 to $80,628 per year Employee group: Full Time Schedule: M-F, 8:30 a.m. to 5 p.m. Exempt Status: Exempt Location: 01-MD:Homewood Campus Department name: 10001358-Earth and Planetary Science Personnel area: School of Arts & Sciences
Position plays a key leadership role in the administrative management of the department, providing strategic direction, enhancement and guidance of the financial, sponsored project management, marketing, information technology, facilities, and academic functions and staff. The Administrative Manager fosters improvements in policies and procedures in the department and ensures efficient operations of all areas of the office. Furthermore, the Administrative Manager maintains and nurtures effective communication and partnerships throughout the School and University by conferring with leadership on issues pertaining to administrative functions and proactively representing the department.
Specific Duties & Responsibilities:
Conduct annual reviews
Provide ongoing feedback and constructive criticism
Prioritize and direct work efforts, providing guidance and direction
Motivate for higher collaboration and performance
Conduct interviews and make recommendations for hire
Human Resources Management:
Provide human resources support for administrative and lab/technical staff who are supervised by faculty in the department
Oversight for hiring and termination
Administrative support for indirect reports (documentation and codification of position descriptions and duties)
Support and/or effect conflict resolution
Liaise between faculty supervisors and human resources
Serve as point of contact for human resources-related questions from faculty, adjunct faculty,lecturers, and other non-tenure-track appointees
Work with new appointees to get them up and running with all JHU systems
Support human resources-related needs of faculty supervisors including hiring and termination of administrative and/or lab/technical staff
Complete human resource-related documentation for administrative and lab/technical staff
Offer support and/or resources for employee conflict resolution
Liaise between faculty supervisors and human resources offices (divisional HR, HRSS/Payroll SS regarding administrative and lab/technical staff
Answer questions from faculty, adjunct faculty, lecturers, and other non-tenure-track appointees
regarding human resources-related matters (benefits, holiday or university closures, safety protocols, policy manual updates, etc.)
Onboard new appointees
Provide strategic fiscal analysis, planning, management, and oversight of all departmental budgets
Direct the maintenance, reconciliation, verification, allocation, and projection of departmental budgets
Review and recommend approval for all sponsored proposal budgets
Act as authorized signature of Chair
Develop strategic financial recommendations for the Chair
Review submitted proposals for sponsored funds and recommend for approval
Develop budget for annual budget meeting with KSAS Dean’s Office
Maintain accurate records and reports to ensure compliance with relevant policies.
Facilities Management and Lab Safety:
Provide strategic space planning
Serve as secondary building maintenance coordinator
Ensure proper security, safety, upkeep, renovations, and repair of all departmental areas on campus and the Camp Singewald property
Approve non-departmental use of department-controlled space
Oversight over all office and lab space use and needs, including information technology
Complete annual space audit for F&A calculations
Ensure needs of human and animal lab spaces are met
Work with department safety officer to implement lab safety protocols wherever lacking
Implement annual safety review and certification for continuing employees and students who work in lab spaces
Work with department safety officer to implement mandatory training procedures for new faculty, staff, and students who work in lab areas
Analyze current space usage; recommend changes as necessary
Serve as secondary maintenance coordinator
Liaise with appropriate campus offices to ensure proper safety and maintenance of department spaces on campus
Complete annual space audit for the department
Work with lab managers and appropriate campus offices to ensure that lab spaces function safely and properly
Ensure that safety protocols are in place and are being followed
Sponsored Projects Administration:
Advise and collaborate with Faculty and Research Staff in preparing detailed budgets and content for federal grant, contract, subcontract, and development proposals; work with funding agency when applicable to ensure requirements are met.
Provide professional support and guidance in the administration of grants, contracts and related funds to faculty and researchers.
Work as part of a team to complete activities related to research administration, pre and post award—including proposal development, preparation and submission, and post-award administration.
Research and stay current on sponsored projects regulations, external and internal policies and procedures governing the administration of grants and contracts, and serves as a resource to faculty and staff.
Utilize appropriate University and sponsor electronic systems to effectively manage and submit and/or report sponsored program activity.
Review and approve documents in a timely manner.
Ensure proposals are processed timely.
Ensure all expenditures are allocable, allowable and reasonable.
Make sure department is in compliance with University and sponsored policies.
Maintain and ensure complete, thorough, and accurate records.
Ensure that effort certification for the department is completed within deadlines.
Actively participate in the development, coordination, and implementation of research and administrative policies and procedures.
Direct and provide guidance to Academic Program Coordinator when necessary regarding issues relating to graduate and undergraduate programs and activities
Ensure that student body needs are addressed
Ensure that department adheres to established policies and procedures regarding admissions, student, and course-related data/materials
Ensure that summer and intersession programs payments are made to EPS faculty
Oversee the appointments of adjunct faculty and lecturers
Support the annual evaluation process of adjunct faculty and lecturers
Collaborate with professional teaching assistants and Academic Program Coordinator to make teaching assignments for professional TA’s
Understand academic issues of department’s graduate and undergraduate students
Provide support and guidance to Academic Program Coordinator as necessary to navigate areas of concern
Work with Academic Program Coordinator, DGS, DUS, and/or Department Chair to ensure that department adheres to established academic policies and procedures
Collect required information and documentation to support non-tenure-track appointment request; draft appointment request letter for chair’s signature; submit required materials to Dean’s Office
Prepare packets containing annual self-report, course evaluations, and previous year’s evaluation letter for annual review of adjunct faculty and lecturers
Coordinate teaching assignments for professional TA’s each semester
Provide overall management and leadership for the department: setting priorities, overseeing operations, providing financial oversight, recommending staff development, and advising faculty and students.
Delegate day-to-day administrative, operational, and financial duties as appropriate, including faculty searches.
Monitor, evaluate, and implement sound business practices and procedures to support the day-to-day operational needs of the department.
Monitor donor activity and report as needed. Manage communication outlets (website, newsletter, LinkedIn, etc.) to ensure donors, alumni and students are receiving departmental news.
In conjunction with the Chairman and Faculty, develop strategic plans for the future of the department and formulate overall strategic planning for growth and viability.
Support department morale activities.
Minimum Qualifications (Mandatory):
Bachelor’s degree required.
Five (5) years of financial experience preferably in an academic environment (three (3) of those years must be with supervisory experience).
Master’s degree in business, finance, or related field preferred.
Special Knowledge, Skills, and Abilities:
Demonstrated experience with financial analysis, financial reporting, budget development, and forecasting required.
Demonstrated experience in administrative management.
Knowledge of JHU as an enterprise;
Supervisory and management skills;
Ability to work independently on multiple detailed projects at the same time; ability to prioritize workload and work under pressure to deadlines;
Excellent communication skills;
Ability to work as part of an administrative team;
Must be able to exercise good independent judgment; ability to identify, develop and execute strategic initiatives;
Excellent research and analytic skills;
Diplomatic interpersonal skills
Knowledge of JHU and federal HR, administrative, financial, and academic policies and procedures as they relate to staff management, undergraduate and graduate students, sponsored awards, non-sponsored and gift/endowed funds, and facilities management
Technical Qualifications or Specialized Certifications:
Knowledge of MS Office suite (Word and Excel), email software (MS Exchange or similar), instant messenger software (MS Lync or similar), Adobe, internet browser, SAP, SharePoint, ISIS (self-service and production environments), Coeus, electronic calendaring system (Google calendar or similar), website content management software (SiteExecutive or WordPress or similar), Interfolio.
The successful candidate(s) for this position will be subject to a pre-employment background check.
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