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Job Req ID:  3635

Administrative Manager

Classified title:  Administrative Manager

Role/Level/Range: ATP/4/PD

Starting Salary Range: $57,544 – $79,047

Employee group: Full-time

Schedule (hours/days): Monday-Friday 8:30-5:00 37.5 hrs.

Employee subgroup: Exempt

Department name: Pathology

Personnel area (School):  SOM

 

General Summary:

 

Responsible for the daily management of the financial and administrative support functions within assigned Divisions or locations within the Department of Pathology including, but no limited to staffing, fiscal management, implementation of policy, flow of communications, purchasing, development of systems support and efficient and timely direction of grant and contract preparation.  Provides management of all financial and administrative areas for two Divisions (Neuropathology and Immunology); as well as support of additional smaller laboratories in the Ross and Miller Research Buildings.

 

Duties and Responsibilities:

 

Administrative

Responsible for the overall administrative management of assigned divisions or location(s).  Supervises exempt and non-exempt level administrative, finance, budget & contracts staff.  Supervise (hire/fire/performance mgmt.) and develop staff in assigned area. Plans and coordinates staffing patterns to effectively and efficiently support the department. Insures consistent and quality support is provided to assigned areas.

 

Financial

Manages and/or supervises preparation of budgets for grants, contracts and/or general funds. Responsible for overall department/unit financial planning and cost analysis. Perform comprehensive analysis and projections relating to business or industry trends. Analyze data to ensure efficient use of resources. Monitors and reconciles expenditures, manages purchasing requests and insures compliance with all related JHM policies.  Understands parameters for research protocols; keeps abreast of funding source requirements and regulations. Monitors faculty, staff, fellows, and students percent effort expended on research grants and contracts; maintains equivalent salary distribution on appropriate accounts. Design and produce various reports utilizing institutional data (monthly, quarterly, and annual).  Prepare or oversee preparation of various forms, journal entries, vouchers, SAP transactions, electronic budgets and expenditure transactions.

 

Growth and Fiscal Responsibility: Responsible for divisions financial planning and projections. Allocate services and resources within the division to develop efficiencies, improve and maintain the services of the assigned areas. Assist Faculty/PI’s in the preparation of proposals for external funding possibilities from governmental or other private sources in conjunction with the Administrator, divisional faculty, Research Administration, or the Business Office.
 

Program Planning and Development: Develop detailed business plans for new and existing programs to include capital needs, facilities, divisional strengths and weaknesses, operational requirements, and implementation plans. Formulate tactical business plans in conjunction administrative leaders in the Pathology, SOM, JHH, and other affiliated institutions.

 

Project Management/Planning

Works on critical and complex projects; assists senior leadership and faculty in analysis and problem resolution. When assigned, represents and may speak on the behalf of PI’s and leadership utilizing an advanced understanding of the University and both internal & external relationships. Develops complex reports and assists with preparation of major grant applications, preparation and proof-reading of manuscripts and technical articles.  Demonstrates advanced skills in Microsoft Office, Excel, PowerPoint, and Access.  Use various software applications, relational databases, statistical packages, and graphics packages to assemble, manipulate and/or format data and reports.

 

Communication/Committee Management

Collaborate with appropriate internal and external administrative offices to ensure that required policies and procedures are followed. Provide instruction and answer questions relating to  procedures and serve as liaison between the department administration, business office and unit areas. Space/Facilities planning and management.  Emergency management response.

 

Contacts: Internal: Department of Pathology Administration, Research Administration Business Office, Registrar's Office, Research Accounting, Equipment and Space Accounting, General Accounting, Accounts Payable, Purchasing, Information Systems, Human Resources. Various other departments and divisions in the School of Medicine.

External: External affiliated hospitals, government and private agencies granting research funds (e.g., NIH, foundations, and drug companies, etc.), and various vendors and service providers (e.g., supply companies, professional medical organizations and societies, contractors).

 

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.

 

Experience in support of academic, business, research and/or development activities and operations, providing high level administrative oversight, coordination, and advice.  Preferably in an academic medical setting.  Supervisory experience required.   Experience with Johns Hopkins systems or SAP desired. 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.

 

Ability to supervise, lead, and train administrative staff. Knowledge of accounting and budgetary theory and practices; excellent interpersonal communications and organization skills both oral and written; excellent analytical skills and attention to detail.  Ability to identify issues and solve problems on a daily basis. Advanced knowledge of spreadsheet, database and word processing software.

 

Equivalency - Master's degree in a related field may substitute for required experience and additional experience may substitute for education. Factors to consider which differentiate the Sr. Administrative Manager from the Administrative Manager job include: the size of the organization/staffing level, number/location of sites managed, funding volume, number of programs/clinics, etc.

 

Work Environment:

  • While performing the duties of this job, the employee may remain in a stationary position (sitting or standing) for prolonged periods.   Occasionally required to traverse throughout the work area or to retrieve equipment, supplies, or specimens from other locations on campus.

 

  • Prolonged vision requirements including viewing computer screen, paper reports/documents, charts. Visual acuity is required to distinguish fine gradation of color.   Repetitive use of hands to finger, touch, and type using computer keyboard, mouse, calculator. 

 

  • Position requires frequent use of the telephone.  Must be able to communicate in a clear, concise, and professional manner.

 

  • While this position works primarily in an office environment, there is activity in Laboratory environments - Exposure to toxins and infectious agents exist, but potential for personal injury or harm is minimized if established safety and health precautions are followed.  Working in laboratory where there may be discomforts due to odors, noise, temperature fluctuations, and working around lab equipment.

 

  • Staff may be required to complete annual competency review, and must insure compliance with Hospital Policy, Laboratory Policy & Procedure, Health, Safety & Environment regulations, and all applicable privacy & confidentiality laws/practices.
School of Medicine - East Baltimore Campus

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The successful candidate(s) for this position will be subject to a pre-employment background check.

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 HR Business Services Office at jhurecruitment@jhu.edu. For TTY users, call via Maryland Relay or dial 711.

The following additional provisions may apply, depending on at which campus you will work. Your recruiter will advise accordingly.

  • 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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