Location: Baltimore, Maryland
Internal Number: 108068-en_US
We are seeking an Administrative Manager who will serve as the lead for the Department of Biological Chemistry. This leadership position will report to the Department Director and will bring high-level experience in financial, administrative and strategic planning to anticipate existing and novel revenue streams.
Specific Duties & Responsibilities
- 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.
- 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.
- Schedules administrative staff and ensures appropriate coverage.
- Monitors attendance.
- Interviews, hires and trains new administrative and research (bench) staff as appropriate.
- Supervises staff performance.
- Manages performance, mentors and develops staff.
- Implements progressive counseling and corrective actions as necessary.
- Conducts annual performance appraisals of administrative staff and sets annual performance goals.
- Measures productivity and evaluates effectiveness through auditing processes.
- Develops staff performance standards and provides feedback to staff.
Climate Setting & 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 Director, 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.
- Strong business acumen necessary to develop business plans that align to strategic priorities.
- Working knowledge for navigating enterprise-wide Business Systems such as SAP, COEUS, Epsi, etc.
- Solid technical skills using the Microsoft Suite of Products with heavy emphasis on and expertise in Excel.
- Prepares and provides electronically standard monthly, quarterly and annual financial reports to the Director.
- Prepares and provides ad hoc financial reports to the Director.
- Assists Director in strategic planning and special projects.
- Assists Director and other School leadership in the development and tracking of business plans.
- Develop strategies with the Department Director for establishing and utilizing discretionary funds for the Departments teaching and research missions.
- Manages all non-sponsored financial lines of business (operational, gift/discretionary, Dowry, BDP and endowment)
- Provides comprehensive reporting of all department financial and expenses activities.
- Approves all expenses in non-sponsor accounts.
- Analyzes, develops, controls and reports budgets 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 Shared Services and relays information to the team for compliance.
- Approves EFORM and salary distribution changes for faculty and staff not supported by sponsored accounts.
Human Resources and Administration:
- Partners with Human Resources and Department Director 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.
- Creates and directs 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.
- Ensures compliance with all appropriate HR policies to include Faculty and Fellows.
- Develops excellent working relationships with Human Resources; Ensures that all departmental huma resource activities are carried out consistent with university personnel policies and develops new administrative policies as needed.
- Identifies goals and objectives as they relate to staffing needs, job descriptions and assures compliance with institutional policies.
- Responsible for maintenance of departmental personnel records as they relate to work history and professional development of each staff member and postdoctoral and other students.
- Assures confidentiality and compliance with policy.
- Assists with the recruitment and retention of faculty; Coordinates faculty appointments, annual reviews, and promotional documents; Prepares justifications and summaries for staff promotion packages.
- Refers employees to appropriate resources such as the Staff Assistance Program, Risk Management, and advises on training programs available through Talent Management, Organization Development.
- Ensures effectiveness of research (bench) operations within the Department.
- Develops and oversees strategic alliances with peer personnel in associated business entities.
- Reviews non-sponsored expenses in support of research operations and increases productivity to improve operating budget performance.
- Ensures sound financial practices are in place for non-sponsored account reconciliation and follow up.
- Ensure lab safety protocols are in place and being followed in labs; coordinate annual safety inspections.
- Ensure lab faculty and staff are current and up-to-date on required safety training.
- Work with department director to assign and manage department space.
Student Program Responsibilities:
- Oversees the management of all student and fellow recruitment programs and payroll issues.
- Oversees the administrative management of the Departmental Graduate Program by the Graduate Program Coordinator.
Marketing and Development:
- Work with Development to track and cultivate past postdocs, faculty, and/or friends of the department.
- Work with Chair and Director of Development to prioritize departments fundraising goals.
- Advise Marketing and Communications of recent faculty awards, major publications, news requests; Work with media staff to keep website and social media current.
- Provides oversight of production of newsletters, brochures, correspondence, seminars and other event materials.
- Develop business plan for core facilities.
- Establish and/or review annual rate schedules and oversee iLabs billings.
- Monitor cores for compliance.
- Work with core directors to implement new technologies as needed.
- Monitors, evaluates and implements business practices and procedures to support the day-to-day operational needs of the Departments; Analyzes and implements staff structure, capabilities and development to meet the current and future needs of the program; In conjunction with the Director, ensures goals are met.
- Assess staffing needs and issues; Supervises staff as appropriate; Assists faculty with human resources issues including hiring/firing, discipline, time sheet approval and other matters; In conjunction with the Director, participates in fund raising initiatives.
- Maintains accurate inventory of space and equipment; With Director, assigns available space and assists in future space planning as it relates to organizational operations.
- Represents the organization to both internal and external constituent groups in such a manner as to enhance the image of the Department and to further its objectives.
- Communicates with senior leadership within the Department and other constituencies to keep them aware of important Johns Hopkins Medicine and University information.
- Provide Faculty with adequate administrative support.
- Review, approve, and monitor shopping carts, invoices, online payments, reimbursements and wire transfers (domestic and international). Oversees and ensures accurate information is in SAP and that bills are paid, and funds applied correctly.
- 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.
- Supervise on-boarding of new Faculty.
- Supervise postdoctoral fellow recruitment and maintenance process.
Special Knowledge, Skills & Ability
- 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.
- 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.
- Commitment to work collaboratively and by consensus with senior management team.
- Keen interpersonal skills.
- Excellent oral/written communication skills.
- Strong organizational skills and attention to detail.
- Exchanges non-routine information using tact and persuasion as appropriate requiring good oral and written communication skills.
- Sitting in a seated position for extended periods of time.
- Reaching by extending hand(s) or arm(s) in any direction.
- 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.
- Master's Degree.
Classified Title: Administrative Manager
Starting Salary Range: $61,070-$83,900-$106,710 Annually (Commensurate with experience)
Employee group: Full Time
Schedule: 5days/37.5 hrs
Exempt Status: Exempt
Location: School of Medicine Campus
Department name: SOM Bio Chem Biological Chemistry
Personnel area: School of Medicine
The referenced salary range is based on Johns Hopkins University's good faith belief at the time of posting. Actual compensation may vary based on factors such as geographic location, work experience, market conditions, education/training and skill level. 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/
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 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.
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.
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