Create Alert
Apply now »
Requisition ID:  117522

Administrative Manager

We are seeking an Administrative Manager to manage the administrative operations (and associated administrative support staff), scheduling, and administrative activities of the Director for the Department of Medicine for Johns Hopkins University School of Medicine and the Director’s administrative leadership team. Administrative Manager will report directly to the Director with a dotted line relationship to the department administrators. This job encompasses the administrative management of the activities of a large and multipart office structure at East Baltimore and Bayview; includes coordinating Director’s activities, small and large engagements and scheduling, faculty interactions, faculty appointments and letters of support; interactions with the office(s) of the Dean(s), other departments’ directors, donors and executive offices of The Johns Hopkins Hospital, Johns Hopkins Bayview Medical Center and Johns Hopkins Health System.


Specific Duties & Responsibilities


Administrative and Operational Leadership

  • Develop policies and oversees the implementation and monitoring of administrative support, and sets guidelines for effective, efficient, and administrative operations. Manage all administrative coordinators within the Office of the Director.
  • Serves as Office Manager for the Office of the Director; responsible for generating the schedule, monitoring administrative coordinators’ productivity and performance.
  • Review and develop staff job descriptions necessary for new hires and restructure current job descriptions for upgrading of staff positions at administrative assistant levels. Work closely with DOM Human Resources for appropriate grading and salaries.
  • Supervise administrative staff. Assist vice-chairs, administrators, associate administrators with hiring/firing/discipline of staff necessary for day-to-day office operations.
  • Coordinate and approve administrative staff absences, leave and overtime. Oversee and maintain compliance of the web-based time and attendance system (E210).
  • Develop new administrative policies and procedures as needed to ensure smooth operation of the Office of the Director. Make recommendations to Director, Administrators and Vice Chairs in the form of decision options.
  • Serve as primary point of contact for faculty and trainees who require letters of support from the Director in support of appointment, grant application or other, competitive processes
  • Review all documentation that comes to the Director for signature ensuring their completeness and no obligations are made on behalf of the department without explicit approval


Program Planning and Management

  • Independently provides support with respect to event planning, policy development and strategy development, and makes recommendations accordingly.
  • Responsible for regular reporting to Administrators and Vice Chairs for operational support
  • Works with Divisional Directors to establish, develop and revise meeting agendas to ensure the continuity of ongoing discussions and problem resolution with the Director; under the direction of the Director, effectively communicates all new/revised policies to faculty.
  • Prepares documentation for faculty reviews, updates and ongoing efforts.
  • Ensures follow up on assignments made in meetings to keep projects/tasks on established timelines
  • Tracks ongoing department issues and initiatives and ensures matters are addressed regularly at appropriate meetings
  • Oversees planning and execution of events sponsored by the Office of the Director (e.g., faculty retreats, DOM Town Hall, Research Retreat, etc.)
  • As needed, addresses patient concerns and ensures prompt resolution of their concerns. Coordinates with Patient Relations and affected parties to seek resolution.


Financial

  • Works with designated finance manager to monitor expenses and financial activity of the Office of the Director.
  • Assists with budget preparation for accounts, reviews expenditures and reconciliation of accounts, develop strategy for expenditure control.
  • Act as division level approver for financial transactions and reimbursements for administrative personnel.
  • Oversees procurement card and reimbursement activities associated with the Director; reconciles purchases according to JHU policy.


Climate Setting and Leadership

  • To conduct self in an exemplary fashion to achieve goals and set example for others within the Office of the Director.
  • To establish communication channels with staff and faculty to ensure that they receive information on internal and external issues which effect the operations of the assigned areas, as well as provide advice, assistance, and service that aids them in attaining related objectives; and to be a source of information to senior leadership and other external and internal personnel.


Contacts

  • Internal - Dean(s)’ offices, Department of Medicine Administration, the Fund for Johns Hopkins Medicine, Equipment and Space Accounting, General Accounting, Payroll, Accounts Payable, Purchasing, Information Systems, etc. as needed. Various other departments and divisions in the Department of Medicine and School of Medicine.
  • External - External affiliated hospitals’ executive teams, government and private agencies granting research funds (e.g., NIH, AHA, foundations, and drug companies, etc.), donors, and various vendors and service providers (e.g., supply companies, professional medical organizations and societies, contractors).


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 (or equivalent degree) in related discipline.
  • Seven years of related experience.

 

 

Classified Title: Administrative Manager 
Role/Level/Range: ATP/04/PD  
Starting Salary Range: $62,900 - $110,100 Annually ($86,500 targeted; Commensurate w/exp.) 
Employee group: Full Time 
Schedule: M-F 8:30-5:00 
FLSA Status: Exempt 
Location: School of Medicine Campus 
Department name: ​​​​​​​SOM DOM General Admin Chairmans Offf  
Personnel area: School of Medicine 

 

 

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.
School of Medicine - East Baltimore Campus

Apply now »