Share this Job
Job Req ID:  11272

Administrative Manager

Classified Title: Administrative Manager ​​​​​​​
Working Title:  ​​​​​​​
Role/Level/Range: ATP/04/PD 
Starting Salary Range: Commensurate with Experience
Employee group: Full Time 
Schedule: M - F 8:30am - 5pm 
Employee subgroup: Salaried Exmpt 
Location: 01-MD:Homewood Campus 
Department name: 10001403-Student Life 
Personnel area: Homewood Student Affairs

General Overview:

Reporting to the-Dean of Student Life, duties include strategic leadership as it relates to the planning, development and management of fiscal and administrative operations of the departments falling under the Dean of Student Life.  Includes the development and management of budgets, general and restricted funds, revenue accounts and Parents’ Fund revenue – funds in excess of $10M.  Responsible for ensuring that proper policies, practices, and controls are in place regarding the disbursement, tracking, monitoring, and payment of funds allocated by the Dean of Student Life to over 400 student groups. Ensures compliance with departmental policies and the policies of the University in regards to proper use of funds. 

This position works in collaboration with the Sr. Executive Director of Finance and Administration and with the HSA Budget Office to ensure that budgets for the portfolio are aligned with the overall HSA divisional budget, goals, and policies.  The Sr. Executive Director of Finance and Administration will assist the Dean of Student Life in performance evaluation and compensation decisions by providing input on performance of those activities and responsibilities that are related to financial functions.

Supervises budget and front office staff in the Dean of Student Life (DOSL) Office and staff responsible for budget support for student groups.

Specific Duties:

  • Direct supervision of three DOSL front office, positions and two budget specialist positions.
  • Manage daily operations of the DOSL Office. Supervises administrative office staff, all aspects of A/P, A/R, petty cash, procurement cards/purchasing and all travel for the department. 
  • Serves as a liaison to the Purchasing Department and University Counsel for various vendor contracts and RFP’s.
  • Assists with development of long term pro-forma – helps to project a five to ten year pro-forma to assist the department in forecasting revenues and expenditures for planning.
  • Responsible for recommending cost and operational improvements in DOSL to ensure cost effectiveness of resources and operational efficiency.
  • Aides in the development of the annual revenue budget both identifying new sources of revenue as well as monitoring existing sources
  • Oversees and coordinates the work of others in the department as they relate to fiscal and human resource matters.  Orients and trains staff concerning budgetary matters, policies and procedures.
  • Oversees and verifies all departmental revenue and expenditures from origination to posting. 
  • Uses independent judgment in resolution of fiscal and administrative matters.

    Approves all expenditures/financial transactions for the department. 

  • Approver of all procurement card transactions for the department.

  • Human resource administrator for the department.  Manages all personnel issues that include annual salary increases, adjustments, hiring, disciplinary issues, payroll, compliance with federal regulations and leave of absences such as Family Medical Leave.   Advises staff on the University’s HR policies and procedures. Oversees staff onboarding, development and evaluations.  Manages all f/t and p/t payroll, including the preparation of all personnel correspondence, appointment letters and electronic payroll documents   Advises staff in regards to all human resource issues and concerns. Advises senior staff on best hiring practices for all open positions.  Coordinates with the Dean staff flow-chart responsibilities in order to meet the growing needs of a department that is experiencing regular change.
  • Manages the development of general funds and salary budget projections and proposals with Dean for the compilation of fiscal year proposals/requests for review and approval by University leadership.  
  • Oversees allocation to DOSL from the Parents’ Fund and ensures compliance use and accounting for other gifts.
  • Responsible for ensuring that proper policies, practices, and controls are in place regarding the disbursement, tracking, monitoring, and payment of funds allocated by the Dean of Student Life to over 400 student groups, with particular focus on budgetary operations related to the SGA and GRO.
  • Provides general oversight (with respect to financial and human resource matters and practices) to administrative staff in departments rolling up to the Dean but for whom this position does not have direct supervision. Ensures new staff are properly trained, and ensures current staff are brought up-to-speed when any changes are made to policies, processes and procedures.
  • Coordinates and monitors 5 & 10 year Capital Plan.

Education:

Bachelor’s Degree required.  Master’s Degree in Accounting, Business Administration, Finance or related field preferred. 

Experience:

  • A minimum of at least five years related and progressively responsible experience required. 
  • Experience in university environment preferred.

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.

Special Knowledge, Skills & Abilities:

  • Experience collecting, analyzing and interpreting financial data; drawing conclusions; and making budget recommendations.
  • Experience in monitoring annual budget, analyzing past trends and projecting future needs to forecast and manage the DOSL budget.
  • Skills in planning and organizing, integrating information, making decisions, and attaining results.
  • A strong grasp of accounting procedures, strong writing skills, familiarity with university accounting procedures involving check requisitions, business travel and expense, purchasing, and paying invoices.
  • Prior human resource management experience preferred.
  • Must be able to communicate effectively, both written and verbal, with individuals at many organizational levels.
  • Prior management and supervisory experience preferred.
  • Must possess excellent communication skills and have the ability to work well with others in an extremely fast-paced department.
  • Proficiency in Microsoft Office and Excel Required.
  • Working knowledge of SAP and Analysis preferred.

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 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.

Equal Opportunity Employer
Note: Job Postings are updated daily and remain online until filled. 

EEO is the Law
Learn more:
https://www1.eeoc.gov/employers/upload/eeoc_self_print_poster.pdf
Important legal information
http://hrnt.jhu.edu/legal.cfm

 

Homewood Campus

Apply now »
Find similar jobs: