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Sr Administrative Manager
The Department of Materials Science and Engineering in the Whiting School of Engineering is recruiting for a Sr Administrative Manager who will be responsible for administrative, financial, academic, and operational activities. This role will also be responsible for finance and operational oversight of the Materials Characterization Processing facility, a state-of-the-art interdisciplinary user facility focusing on materials research.
The Senior Administrative Manager is responsible for primary supervision of the staff, oversight of the day-to-day operations, sponsored and non-sponsored funds management, academic systems, services and support management, human resources, and facilities/space needs. The successful candidate will join a welcoming community that is inclusive and diverse and values the contributions and perspectives of individuals from all backgrounds.
Specific Duties & Responsibilities
- Supervise/Train/Lead approximately 7-10 staff members at present.
- Supervise the performance of administrative staff, conduct performance reviews, identify professional development opportunities, and establish a matrix organizational structure.
- Develop staff job descriptions for new hires and restructure current job descriptions for upgrading of staff positions as needed.
- Process requisitions for new hires, and perform other HR-related tasks, e.g., hiring, terminations, and performance management.
- Oversee and maintain compliance with the web-based time and attendance system.
- Orient all new employees to the department; ensure all forms are properly filled out and submitted, and provide contact information of all necessary offices such as Human Resources, Parking, J-Card office, etc.
- Conduct annual reviews and provide ongoing feedback and constructive criticism. Prioritize and direct work efforts, providing guidance and direction. Conflict resolution. Responsible for strategic planning for future department staffing needs.
- Champion the importance and value of a diverse, equitable, inclusive, and respectful work environment
- Conduct administrative staff meetings, promote cross training and provide a forum for information exchange.
- Advise and assist staff with HR processes and policies.
- Oversee staff workload and responsibilities.
- Manage the appointments, promotions, and reappointments of faculty and postdoctoral positions. Oversee the faculty search process (i.e. request reference letters, ad posting, etc.)
- Work effectively and constructively with others; share time, energy, and knowledge with others to ensure they can succeed.
- Process faculty, staff, and student visa requests.
- Manage staff responsible for undergraduate and graduate academic programs.
- Assist with appointing and on-boarding new graduate students, visiting faculty/students, and postdocs, including coordination with the Office of Students Services and Office of International Services.
- Promote and model a culture of exceptional service and support of the departments mission.
- Provide oversight in the development, preparation, monitoring, projections, and reconciling of department budgets (research, gift, discretionary account, etc.)
- Demonstrate strong analytical skills and problem-solving capabilities and the ability to weave robust analysis into strategic planning, influencing, and problem-solving.
- Develop the departments fiscal operating budget and meet quarterly with the Dean and Business Office financial staff to discuss the fiscal years budget and five-year plan.
- Participate in departmental strategic planning and assist with the implementation of new or revised strategies.
- Evaluate and enhance department resources, cost allocation, administrative operations, and human resources practices to achieve improved equity, efficiency, transparency, and continuous improvement.
- Provide financial reports and analyses used for strategic planning.
- Monitor the percent of effort expended by faculty, staff, fellows, and students on research grants and contracts and maintain equivalent salary distribution on accounts in compliance with University policies.
- Ensure that effort certification is completed within the deadlines.
- Design and produce various reports utilizing institutional data to create quarterly and annual financial reports for Department Head.
- 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.
- Develop and oversee staff completing sponsored research applications for accurate and timely submission.
- Ensure proper management and compliance of all sponsored awards.
- Address complex financial management problems, audit questions, contracts, and management issues.
- Review and approve SAP documents such as P-Cards, shopping carts, non-payroll cost transfers, online check requests, and off-cycle check requests.
- Maintain accurate records and reports to ensure compliance with relevant policies.
- Develop new administrative policies and procedures as needed to ensure the smooth operation of the department.
- Work collaboratively with department and school leadership and staff to translate broad directions into concrete goals and accomplishments.
- Ensure that the department adheres to establish policies and procedures regarding admissions, enrollments, onboarding, and completion of programs and documentation.
- Maintain space and equipment inventories for compliance with JHU and governmental guidelines. Assist the department Head in the development and preparation of Advisory Board reports, self-study reports, etc.
- Complete internal and/or external surveys (e.g., NSF-NIH Survey of Graduate Students and Postdoctoral Fellows in Science and Engineering).
- Ensure coordination of large events such as receptions, graduation, and symposia with attention to detail so that they run smoothly.
- Serve as the university liaison for all administrative, financial, and operational matters, including representing the Materials Science and Engineering Department in Divisional and Interdivisional meetings.
- Participate in the School working groups to provide guidance and recommendations for issues that may impact the Whiting School of Engineering.
- Establish and maintain positive professional liaisons, both internal and external to the department, school, and university.
- Outline existing opportunities to improve space utilization and define needs and justification for additional space to WSE administration.
- Ensure proper security, safety, upkeep, renovations, and repair of all the offices and lab areas.
- Oversee general facilities operations, IT and other issues, and administrative processes.
- Supervises staff with duties ranging from administrative, laboratory/scientific, academic, finance, and communications.
Special Knowledge, Skills, & Abilities
- Highly organized and detail oriented with ability to prioritize multiple responsibilities.
- A strong communicator, collaborator, and negotiator with unquestionable integrity, strong work ethic, and resiliency.
- Comprehensive knowledge of SAP and related reporting functionality.
- Able to identify short and long-term problems, strengths and weaknesses of current practices, alternatives, and implementing creative solutions to address complicated issues.
- Advance proficiency in Microsoft Office Suite applications (Word, Excel, and PowerPoint).
- Excellent communication and organizational skills.
- Ability to analyze large datasets, create pivot tables and used advanced formulas in Excel and perform data modeling.
- Ability to manage budgetary matters at both high oversight and detailed analysis level.
- Ability to work independently.
- Knowledge of JHU policies and procedures.
- Knowledge of federal regulations related to sponsored funding for educational institutions.
- Understanding of general accounting principles and practices.
- Able to work in a team and embrace a hands-on approach to management.
Technical qualifications or specialized certifications
- Working knowledge of electronic proposal submission systems, i.e., Coeus, NIH Commons, FastLane, and Grant.gov.
- Bachelor’s Degree.
- Five years of progressively responsible administrative management experience, including direct supervisory experience of staff positions.
- Demonstrated significant experience with financial analysis, financial reporting, budget development, and forecasting required.
- Demonstrated significant experience in administrative management.
- 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.
- Masters Degree in finance or accounting.
Classified Title: Sr Administrative Manager
Starting Salary Range: $71,230-$97,880-$124,510 Annually (Commensurate with experience)
Employee group: Full Time
Exempt Status: Exempt
Location: Hybred/:Homewood Campus
Department name: MSE Administrative
Personnel area: Whiting School of Engineering
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.
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
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 [email protected]. For TTY users, call via Maryland Relay or dial 711. For more information about workplace accommodations or accessibility at Johns Hopkins University, please visit accessibility.jhu.edu.
Johns Hopkins has mandated COVID-19 and influenza vaccines, as applicable. 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. 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 on 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.
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