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Requisition ID:  118929

Sr. Administrative Manager

The Center for Communications Programs in the Health Behavior and Society department is seeking a Sr. Administrative Manager.  The Sr. Administrative Manager is responsible for overall administrative, financial and/or operational management for a large and complex department typically with activities on multiple sites and/or multiple service lines. (Generally defined as an operating budget between $10 mil - $19 mil and 50+ employees). This position provides strategic direction and day-to-day oversight of administrative and financial matters. Areas of focus include finance; human resources; academic, research or clinical operations; compliance; infrastructure matters. The Sr. Administrative Manager is responsible for most or all the following: staff supervision and performance management; HR support for direct and indirect reports; budget management and administration; oversight of financial functions and processes; facilities/space management oversight; and operational activities of a clinical or academic/research department.


Additionally, since this position serves as the senior financial and operations officer for the Johns Hopkins Center for Communication Programs (CCP), responsibilities will include global financial oversight, compliance with donor and institutional policies, and leadership of international operational systems. The role supports CCP’s mission by ensuring effective management of sponsored projects, international offices, and cross-unit collaboration.


Specific Duties & Responsibilities


Financial Management

  • Provide oversight for the development, preparation, monitoring, projections, and reconciliation of budgets (clinical revenue, general funds, research, gift, discretionary account, etc.).
  • Ensure the accuracy of monthly account statements.
  • Oversee the preparation of various forms, journal entries, vouchers, system transactions, electronic budgets, and expenditure transactions.
  • Oversee the procurement process for all assigned accounts.
  • Oversee maintenance of accurate records and preparation of documents, and timely response to audit requests.
  • Advise leadership on resource needs and financial risks.
  • Develop, update, and amend departmental financial processes and policies.
  • In partnership with the department leadership, develop annual operating budget(s) and five-year plans.
  • Provide detailed analysis, evaluation, and projections to support strategic plans.
  • Develop and maintain various finance management systems.
  • Design and produce various monthly, quarterly, and annual reports used for strategic planning.


Administration

  • Oversee the planning, production, and execution of key events and other activities.
  • Mentor staff and provide support for training.
  • Monitor staff workloads, prioritize work efforts, and advocate for additional resources as necessary.
  • Responsible for the coordination, implementation, and completion of various strategic initiatives.
  • Supervise performance of direct and indirect professional/support staff, conduct performance reviews and salary administration.
  • Develop administrative policies and procedures needed to ensure smooth operations.
  • Manage space and facilities issues.


Human Resources

  • Work with departmental Human Resources support to establish and promote growth opportunities within the area, maintain equity, consistently apply policies and procedures, establish a positive working environment, and minimize staff turnover.
  • Work with appropriate HR resources to determine and implement solutions that address non-routine HR problems promptly.
  • Support faculty and staff supervisors in human resources administration: help develop staffing and personnel management plans, consult on hiring issues, assist with performance management issues and disciplinary actions, and oversee salary planning.
  • Ensure that all human resources activities are carried out consistent with university personnel policies, e.g. goal setting and performance reviews, payroll actions, visa applications, time and attendance recording, onboarding, etc.


Operations and Program Management

  • Responsible for oversight of clinical, academic, or research operations and programs.
  • Perform other related duties as assigned.


In addition to the duties described above

  • Lead CCP’s international finance and operations, including country office registration, foreign exchange, banking, and global compliance.
  • Ensure adherence to donor and sponsor regulations (e.g., USG, UN, GIZ, WHO) and oversee subrecipient monitoring, audits, and investigations of international financial irregularities.
  • Collaborate with Technical Programs, HR, Business Development, and PR and Communications units to integrate financial and operational systems and codify best practices.
  • Supervise senior finance and operations staff supporting global donor-funded programs and provide training, coaching, and mentoring to build capacity across CCP offices.


Minimum Qualifications
  • Bachelor’s Degree in Finance, Accounting, Business or related field.
  • Five years of progressively responsible professional-level administrative or financial experience related to monetary or non-monetary resources of a center or unit within an academic, research, academic medicine, or comparable environment, e.g., planning, directing, monitoring, organizing, and controlling monetary and non-monetary resources.
  • Supervisory experience.
  • Additional education may substitute for required experience, and additional related experience may substitute for required education beyond a high school diploma/graduation equivalent, to the extent permitted by the JHU equivalency formula.


Preferred Qualifications

  • Master’s Degree in related field.
  • Experience with international financial systems and ERP tools such as SAP, Workday, or equivalent
  • Proficiency in French, Spanish, or Portuguese and experience managing financial operations in developing countries.


Technical Skills and Expected Level of Proficiency

  • Budgeting - Advanced
  • Financial Administration - Advanced

  • Financial Documentation and Reporting - Advanced
  • Financial Policy - Advanced
  • Human Resources Management - Advanced
  • Operational Oversight - Advanced
  • Oral and Written Communications - Advanced
  • Regulatory Compliance - Advanced
  • Strategic Planning - Advance


The core technical skills listed are most essential; additional technical skills may be required based on specific division or department needs.

 

 

Classified Title: Sr. Administrative Manager   
Role/Level/Range: ATP/04/PE  
Starting Salary Range: $73,300 - $128,300 Annually (Commensurate w/exp.) 
Employee group: Full Time 
Schedule: Monday to Friday: 9:00am – 5:00pm 
FLSA Status: Exempt 
Location: Hybrid/School of Public Health  
Department name: Ctr for Communication Programs CCP   
Personnel area: School of Public Health 

 

 

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 1-2 days a week

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