Classified Title: Administrative Manager Working Title: Administrative Manager Role/Level/Range: ATP/04/PD Starting Salary Range: $58,695 - $80,625 Employee group: Full Time Schedule: M-F 8:30-5 Exempt Status: Exempt Location: 1775 E. Monument Department name: 10002806-SOM DOM Clinical Pharmacology Personnel area: School of Medicine
This position manages the financial and administrative activities of the Division of Clinical Pharmacology for JHU. The position reports directly to the Director of Clinical Pharmacology to ensure efficient and coordinated functioning of the Division as a unit. This job encompasses the management of a divisional structure encompassing finances, human resources, program/business development, and other fiscal and administrative operations of the division. This position manages and/or completes high-level divisional projects as assigned by the DOM Administrator and/or Director of Clinical Pharmacology and prepares/manages annual operating budgets. This position will also provide administrative support to the Director, the faculty and other members of administrative and research teams as needed. Supervise and oversee day-to-day activities of the administrative staff and budget specialist.
Duties & Responsibilities
Exercises discretion and judgment in resolution of day-to-day problems. Identifies problems and works toward a resolution before presenting issues/concerns to the Director.
Administer the human resources activities including screening, interviewing, hiring/orienting new staff, and prioritizing the daily workload of divisional staff. This position will be the point of contact for leave administration, salary administration, etc.
Supervise / oversee / train / lead employee (staff, faculty, students) in 15-20 individuals. Assist other divisional supervisors with hiring/firing of staff necessary for day-to-day program operations.
Supervises the administrative and budget staff.
Develop new administrative policies and procedures as needed to ensure smooth operation of the Division.
Coordinate and approve all support staff leave and overtime.
Maintain space and equipment inventories for compliance with SOM, JHH, and governmental guidelines. Outline existing opportunities to improve space utilization and define needs and justification for additional space to the DOM & SOM.
Provide information concerning Division, Department, and School policies to divisional personnel. Provide divisional information as requested by Department, School, Hospital, or other external entities as requested and appropriate.
Organize and maintain confidential and general files and records.
Collaborate with the administrative support teams on the department level to create a culture of support and seamless day-to-day interaction amongst leadership, faculty and staff. Develop and recommend administrative processes and procedures to assure efficiency.
Coordination of Clinical Pharmacology activities and social events including developing program agendas, publication, materials.
Create and maintain email distribution lists and organizational charts for division.
Independently draft and edit a variety of materials for the Director.
Oversees the Director's project time lines to aid in completing divisional assignments/implementations
Liaison with internal and external contacts through correspondence and other communications to coordinate requests.
Facilitate programmatic activities such as retreats, seminars, and/or committee meetings that promote interactions to enhance the division's many projects, to include but not limited to scheduling, logistical coordination, and on-site management.
Manage all financial lines of business (research, gift, endowment, etc.) whose total revenues are in excess of $10 million dollars. Review monthly account and/or business plan activity, correct errors, and inform Division Director, faculty, and DOM Administrator of any problems or discrepancies.
Develop strategies with the Division Director and faculty for establishing and utilizing discretionary funds for the preservation of the Division's teaching, research, and patient care missions.
Responsible for budget development of all grant and contract proposals. Prepare and submit all sponsored research applications, annual progress reports, carryover requests, and no cost extensions (annual awards in excess of $7 million). Organize and coordinate the grant preparation process (1-3 proposals annually) with faculty and support staff. Develop and maintain tracking system for pending and active grant proposals.
Responsibilities include pre- and post-award activities including initiation, award, financial monitoring, invoicing and close out. Review/approve SAP transactions by budget specialist for the division.
Prepare proposals and other submissions by gathering supporting documentation, prepare budgets, write justifications, ensure timelines are met and documentation is formatted as required.
Enter documents into COEUS and other electronic applications. Prepare NCE and other contract modification requests and correspondence to the NIH regarding contract matters.
Responsible for obligating and de-obligating funds as well as making other changes in COEUS in accordance with task order awards and modifications;
Responsible for timely set up of budget numbers and accurate allocation of direct costs and indirect rates;
Communicate with the Office of Research Administration (ORA) and other internal JHU offices to obtain appropriate review and signatures.
Prepare invoices and ensures accurate information is in SAP and that bills are paid and funds are applied correctly;
Communicate with internal university offices such as ORA, the Business Office, Purchasing, Accounts Payable, Accounts Receivable and other Shared Services; as well as participate in communication with NIH Contracts, Budget and Project offices during pre- and post-award and the length of the contract.
Monitor faculty, fellows and staff (15-20) percent of effort expended on research grants and contracts and maintain salary distribution on accounts. Maintain computerized database for tracking salary distribution on all division accounts.
Develop division's fiscal operating budget for submission to the Department of Medicine & School of Medicine.
Design and produce various reports utilizing institutional data to create monthly, quarterly, and annual financial reports for Division Chief, Departmental Chairman & Administrator.
Prepare or ensure the correct preparation of all financial transactions such as journal vouchers, check deposits, check requests, and telephone service requests. Prepare electronic budgets and expenditure transfers.
Program Planning and Development
Develop detailed business plans for new and existing research programs to include market demand assessment, capital needs, facilities, divisional strengths and weaknesses, operational requirements, and implementation plans.
Design strategic business plans in conjunction with the Division Director and administrative leaders in the DOM, SOM and other affiliated institutions.
Assists the DOM Development group with philanthropy efforts for the division.
Develops the relationship between the division and various JH entities such as Tech Venture, Tech Transfer, Whiting School of Engineering, etc.
Manage all communication efforts for the division.
Climate Setting and Leadership
To conduct self in an exemplary fashion to achieve goals and set example for others within the division.
To establish communication channels with staff and physicians to ensure that they receive information on internal and external issues which effect the operations of the assigned areas, as well as provide advice, assistance, and service that aids them in attaining related objectives; and to be a source of information to senior leadership and other external and internal personnel.
Growth and Profitability
With the Chief allocate services and resources within the division to develop efficiencies, improve and maintain the services of the assigned areas, and ensure profitability.
Seek and prepare proposals for external funding possibilities from governmental or other private sources in conjunction with the Administrator, divisional faculty, Research Administration, or the Business Office.
Bachelor's degree in business, finance, accounting, or other related field. 5 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.
JHU Equivalency Formula: 30 undergraduate degree credits (semester hours) or 18 graduate degree credits may substitute for one year of experience. 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.
Special knowledge, skills, and abilities
Ability to supervise, lead, and train financial and administrative staff.
Knowledge of accounting and budgeting theory and practices. Preferred knowledge and understanding of the Johns Hopkins University accounting system and related fiscal offices. Specific knowledge of the operation of the Division preferred.
Ability to make independent judgments and to act on decisions on a daily basis. Ability to work for long periods of time without direction.
Ability to prioritize own work and work of staff as needed. Ability to work with flexibility on several tasks simultaneously and to meet various concurrent deadlines.
Very strong organizational skills, analytical and problem solving abilities, and attention to detail.
Ability to maintain confidentiality.
Strong interpersonal and communication skills, both oral and written. Ability to effectively interact with all levels of University employees as well as outside contacts.
The successful candidate(s) for this position will be subject to a pre-employment background check.
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During the Influenza ("the flu") season, as a condition of employment, The Johns Hopkins Institutions require all employees who provide ongoing services to patients or work in patient care or clinical care areas to have an annual influenza vaccination or possess an approved medical or religious exception. Failure to meet this requirement may result in termination of employment.
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.
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