Administrative Manager

Reporting to the Assistant Director of the BCAT administration, the Administrative Manager will lead recruitment and support efforts for BDPs affiliated with the Data Science and AI Institute (DSAI). This institute will expand a strategic area of interdisciplinary research that will position Johns Hopkins to make meaningful discoveries related to data science, machine learning, and AI.

In this role, the Administrative Manager will oversee comprehensive administrative support for Bloomberg Distinguished Professors (BDPs), manage a team of Coordinators, and facilitate seamless onboarding for incoming researchers recruited through targeted and cluster mechanisms. The position requires close collaboration with divisions, schools, and university leadership to ensure alignment with institutional priorities and strategic goals.

The ideal candidate will thrive in a dynamic, high-visibility environment that values collaboration, innovation, and diversity. They will be a proactive, results-oriented professional with strong interpersonal skills, capable of fostering synergies across the BDP program to drive meaningful collaborations. This role is well-suited for a quick learner who excels at independent decision-making, responsive problem-solving, and building relationships across diverse stakeholder groups.

Specific Duties & Responsibilities

Personnel Management

• Hire, train, and supervise a team of six Sr. Administrative Coordinators, ensuring balanced workloads and timely hiring of additional resources as needed.
• Cultivate and model a culture of exceptional service and support aligned with the mission of the Office of the Vice Provost for Research.
• Oversee all aspects of human resources administration, including recruitment, onboarding, compensation, performance management, and professional development.
• Set clear performance standards, provide regular feedback, and conduct annual appraisals to foster accountability, professional growth, and innovation.
• Lead strategic planning to anticipate and address future staffing needs, ensuring alignment with the evolving goals of the BDP program and DSAI initiatives.
• Supervise and develop staff by promoting cross-training, evaluating skills for evolving demands, and monitoring compliance with institutional systems such as attendance and required training.
• Lead onboarding processes for new staff and BDP faculty, ensuring smooth integration, alignment with policies, and collaboration across departments.
• Partner with academic and administrative leadership to support faculty research, operational needs, and broader strategic objectives.
• Optimize administrative processes to ensure maximum efficiency and alignment across the BDP program and DSAI.
• Act as the central liaison between the BDP program, DSAI, and administrative teams, ensuring alignment with institutional priorities.
• Provide mentorship and oversight to administrative staff engaged in recruitment efforts, cluster initiatives, and programmatic events.

Financial and Administrative Management

• Direct DSAI BDP program financial and administrative operations, ensuring seamless day-to-day functionality and robust support systems.
• Manage and reconcile DSAI BDP cluster budgets, including recruitment and collaboration funds, providing projections and addressing financial risks to ensure alignment with strategic goals.
• Collaborate with the Assistant Director on financial analysis, strategic planning, and implementation of solutions for both short- and long-term goals.
• Ensure adherence to all applicable federal, state, and university regulations in financial and administrative activities.
• Manage all aspects of DSAI BDP program operations, including human resources, internal communications, and process optimization to ensure efficiency and alignment with program goals.
• Work closely with the Assistant Director to implement policies and initiatives that achieve strategic program goals and address financial requirements.
• Foster a collaborative and productive team environment through mentorship, clear communication, and regular check-ins.
• Convene weekly team meetings to provide updates on BDPs, cluster initiatives, and operational progress.
• Regularly assess and update policies, procedures, and program infrastructure to maintain operational excellence and scalability.
• Interpret JHU policies and establish clear operating procedures to support smooth BCAT and BDP transitions.
• Employ metrics to evaluate progress toward program goals, delivering actionable insights to the Assistant Director.
• Embrace and promote innovative solutions to enhance program operations and address challenges.

Special Knowledge, Skills, & Abilities

• Exceptional organizational abilities, ability to manage competing priorities, and supervise teams effectively.
• Strong analytical skills, proactive approach to identifying challenges, and implementing creative solutions.
• Excellent interpersonal and written communication skills, with the ability to engage diverse stakeholders and present complex information professionally.
• Proven ability to work independently and collaboratively as part of a team, managing staff across various locations and modalities.
• Deep understanding of academic operations and the complexities of managing activities within an academic institution.
• Leadership experience with the ability to supervise, train, and mentor staff, while fostering collaboration and consensus-based decision-making with senior management.
• Superior written and oral communication skills, capable of articulating ideas clearly, positively, and professionally.
• Self-motivated with a proactive approach, maintaining a flexible, focused, and positive attitude.
• Professional demeanor with a strong ability to manage and communicate confidential and sensitive information appropriately with internal and external stakeholders.
• Proven ability to manage competing priorities in a high-volume, fast-paced, and demanding environment.
• Strong capacity to handle highly confidential and sensitive matters with discretion and professionalism.
• Demonstrated initiative and ability to meet deadlines effectively while managing workload independently.
• Knowledge of accounting and budgeting principles and practices, with proficiency in databases, spreadsheets, and JHU financial systems (SAP preferred).

• Bachelor's Degree in Business, Finance, Accounting or other related field.
• Five years of progressively responsible professional-level administrative or financial experience related to monetary or non-monetary resources of a department, center, or unit
• Proven ability to lead and mentor teams effectively, fostering collaboration and professional growth.
• Strong interpersonal skills with a demonstrated ability to build and maintain collaborative relationships across diverse stakeholder groups.
• Highly organized and detail-oriented, with a proven ability to manage multiple priorities effectively in a fast-paced environment.
• A proactive, results-driven mindset with a demonstrated passion for innovation and problem-solving.
• A 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.

• Experience in higher education or an executive-level office is preferred.
• Experience in administrative, supervisory, and financial management roles within a university or academic setting.
• Working knowledge of JHU administrative and financial computing systems.

Classified Title: Administrative Manager 
Role/Level/Range: ATP/04/PD  
Starting Salary Range: $62,900 - $110,100 Annually (Commensurate w/exp.) 
Employee group: Full Time 
Schedule: 5 DAYS A WEEK 37.5 HOURS 
FLSA Status: Exempt 
Location: Remote 
Department name: Vice Provost Research Office of  
Personnel area: University Administration