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Requisition ID:  117014

Administrative Manager

The Center for Leadership Education (CLE) is seeking a full-time Administrative Manager to manage the financial, administrative and operational activities of the center. This position is a key partner in facilitating a positive and inclusive work environment. The Administrative Manager is responsible for all financial and administrative operations including human resources and payroll, procurement processing and approvals, compliance and internal controls, and preparation and management of the annual budget. They will work collaboratively with faculty, leadership, deans, directors, staff, and students in support of the center’s vision and the Whiting School of Engineering (WSE) academic mission.


The CLE offers several robust academic programs including Master of Science Engineering Management (MSEM), Master in Global Innovation and Leadership in Engineering (MSIL), Professional Development Program (PDP), A. James Clark Scholars Program, Multidisciplinary Design Program, and Professional Communications Program (PCP). Minors’ programs include the W.P. Carey Program in Entrepreneurship & Management, Professional Communications Programs, Accounting & Finance Management, Leadership Studies, and Marketing and Communications.


Specific Duties & Responsibilities


Administrative and Operational Management

  • Develop and maintain a sound management structure, operating policies, procedures, and staffing to support the operational needs of the CLE.
  • Partner with director and senior leadership in strategic planning and initiating and directing short- and long-range resource planning.
  • Manage the workflow of daily operations that includes supporting academic programs, student experiential programs, events, and marketing/communication and events.
  • Provide administrative guidance for the maintenance and improvement of all management information systems, which will include conducting needs assessments of current financial and academic tracking systems, recommending improvements for efficiency and implementing new automated systems or workflows as appropriate.
  • Establish timely and effective communication with senior leadership to exchange information required to coordinate staffing needs.
  • Exercise independent judgment and apply knowledge of administrative and academic operating policies to support successful development and implementation of Center projects.
  • Monitor compliance with University policies and procedures.
  • Address staff and/or faculty concerns and ensure their prompt resolution.
  • Develop and implement policies and procedures as appropriate.
  • Advise and assist faculty with HR processes and policies.
  • Represent the CLE, as appropriate with external and internal stakeholders.
  • Update and maintain Business Continuity Plans.


Financial Management

  • Responsible for the financial management, forecasting, planning and budget development for both sponsored and non-sponsored activities
  • Daily financial responsibilities include initiating or approving shopping carts, journals, payroll transfers, internal service requests, hourly student payroll, vendor payments, expense reports and procurement cards.
  • Administration of payroll activities for 27 full-time faculty, 12+ part-time faculty, and approximately 100 student employees.
  • Approve budget requests, provide guidance for implementation strategies of special initiatives, provide guidance for spending decisions, and monitor the monthly reconciliation and reporting of all budgets.
  • Responsible for coordinating and executing CLE’s annual faculty appointment process. Ensures appointments are processed accurately and timely and corresponding payroll actions are taken in SAP.
  • Act as a resource to faculty, staff, students, and Director to determine the general, financial, and administrative services required to plan and execute the mission of the Center.
  • Develop, manage and monitor the center’s budget as part of the annual budgeting process.
  • Report on trends and returns, and support creation of budgets and recommendations for future activities.
  • Analyze and assess the financial viability of existing programs and develop methods to optimize practices and resources.
  • Use meaningful metrics to evaluate and measure progress towards goals and specific targets and report on a regular basis to supervisor(s).
  • Reconcile monthly and quarterly budget according to WSE and university guidelines
  • Provide oversight of the CLE, graduate and undergraduate student groups related to financial tracking and reporting, and development of and adherence to policies and procedures.


Sponsored Projects

  • For instructional grants, manage award set-up, post award management, compliance monitoring and closeout. Monitor projects to ensure expenditures are timely, within project period, and in compliance with sponsor and university policy.
  • Work with Principal Investigators to prepare budgets and budget justifications for grant submissions.
  • Submit proposals in Fibi for institutional review and approval, ensuring proposals are submitted on time and accurately.
  • Submit JAWS and SWIFT records.
  • Manage subawards for HopStone Venture Capital Group.
  • Prepare sponsored invoices as necessary and run cash collected reports to ensure all revenue is received.
  • Process subcontractor invoices and generate good receipts in SAP Central Receiving.


Staff Management

  • Supervise and direct work efforts, providing guidance and direction to academic program staff, marketing communications staff and administrative staff to include recruitment and hiring, performance management, staff performance reviews, mentoring, disciplinary action and conflict resolution, as needed.
  • Point person as source of information for all staff to increase their understanding and responsibility regarding goals and priorities of the center.
  • Develop positive employee relations and communications through management and interaction with employees. Motivate for higher collaboration and performance.
  • Cultivate a faculty support/team approach to facilitate a positive and collaborative environment.
  • Establish performance goals and productivity standards for staff in conjunction with faculty.
  • Ensure that all departmental human resource activities are carried out according to University and WSE policies.


Special Knowledge, Skills, and Abilities

  • Proven ability to work within a collaborative team in a multicultural environment where commitment to diversity and equity is a core value.
  • Demonstrated ability to supervise and train staff.
  • Proficiency with financial databases/spreadsheets, and JHU financial systems (SAP).
  • Knowledge of JHU policies and procedures, payroll system, grants management and administration.
  • Excellent communication skills using tact, diplomacy and appropriate judgement and when interacting with faculty, staff, administration within the University, as well as external stakeholders, alumni, advisory board and candidates during faculty searches
  • Ability to take initiative, exercise judgement with full accountability, and work independently as well as part of a team in a high-volume environment.
  • Ability to maintain a professional demeanor, including distinguishing proper communication of confidential information, in interactions with both internal and external stakeholders.
  • Must be able to recognize and define problem areas and recommend/implement corrective action.
  • Manage, support and build positive awareness for our fast-growing graduate programs including working with directors on recruitment strategies.
  • Highly organized, with strong analytical and problem-solving abilities, as well as attention to detail and ability to prioritize multiple responsibilities.


Supervisory Responsibility

  • Manage four full-time staff members.


Minimum 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.
  • 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.


Preferred Qualifications
  • Master’s Degree Business, Finance, Accounting or other related field.
  • Administrative, supervisory, and financial management experiences in university setting preferred.
  • Working knowledge of JHU administrative and financial computing systems (JHU SAP).

 

 

Classified Title: Administrative Manager 
Role/Level/Range: ATP/04/PD  
Starting Salary Range: $62,900 - $110,100 Annuaslly (Commensurate with experience) 
Employee group: Full Time 
Schedule: Monday to Friday: 8:30 am – 5 pm 
Exempt Status: Exempt 
Location: Hybrid/Homewood Campus 
Department name: ​​​​​​​Center for Leadership Education  
Personnel area: Whiting School of Engineering 

 

 

Total Rewards
The referenced base salary range represents the low and high end of Johns Hopkins University’s salary range for this position. Not all candidates will be eligible for the upper end of the salary range. Exact salary will ultimately depend on multiple factors, which may include the successful candidate's geographic location, skills, work experience, market conditions, education/training and other qualifications. 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/.

Education and Experience Equivalency
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 Completing Studies
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.

Background Checks
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.

Diversity and Inclusion
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
https://www.eeoc.gov/sites/default/files/2023-06/22-088_EEOC_KnowYourRights6.12ScreenRdr.pdf

Accommodation Information
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 jhurecruitment@jhu.edu. For TTY users, call via Maryland Relay or dial 711. For more information about workplace accommodations or accessibility at Johns Hopkins University, please visit https://accessibility.jhu.edu/.

Vaccine Requirements
Johns Hopkins University strongly encourages, but no longer requires, at least one dose of the COVID-19 vaccine. The COVID-19 vaccine does not apply to positions located in the State of Florida. We still require all faculty, staff, and students to receive the seasonal flu vaccine. 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. This change does not apply to the School of Medicine (SOM). SOM hires must be fully vaccinated with an FDA COVID-19 vaccination and provide proof of vaccination status. 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 upon 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.
Hybrid: On-site 3-4 days a week

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