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Job Req ID:  9737

Sr. Administrative Manager

General summary/purpose:

The Senior Administrative Manager is responsible for the overall administrative, financial, academic and operational activities of the Department of Chemical and Biomolecular Engineering (ChemBE) as well as the Advanced Mammalian Biomanufacturing Innovation Center (AMBIC), including primary supervision over the administrative staff within these offices, oversight of the day-to-day operations, sponsored and non-sponsored funds management, grants and contracts management, academic systems, services and support management, human resources, and facilities/space needs.

Specific duties & responsibilities:

Staff Management :

  • Supervise/Train/Lead approximately 9 administrative staff members.
  • Supervise the performance of administrative staff, conduct performance reviews, identify professional development opportunities, and establish a matrix organizational structure.
  • Develop staff job descriptions for new hires and restructure current job descriptions for upgrading of staff positions as needed.
  • Process requisitions for new hires, and performs other HR-related tasks, e.g., hiring, terminations, performance management.
  • Conduct interviews and make recommendations for hire. Work closely with HR for appropriately grading and salaries.
  • Oversee and maintain compliance of the web-based time and attendance system.
  • Orient all new employees to the department; ensures all forms are properly filled out and submitted, and provide contact information of all necessary offices such as Human Resources, Parking, J-Card office, etc.
  • Conduct annual reviews and provide ongoing feedback and constructive criticism. Prioritize and direct work efforts, providing guidance and direction. Conflict resolution. Responsible for strategic planning for future department staffing needs.
  • Conduct administrative staff meetings, promote cross training and provide a forum for information exchange.
  • Advise and assist staff with HR processes and policies.
  • Oversee staff workload and responsibilities; create coverage plans, etc.
  • Manage the appointments, promotions, and reappointments of faculty and postdoctoral positions. Oversee the faculty search process (i.e. request reference letters, Ad posting, etc.)
  • Process faculty, staff and student visa requests.
  • Manage the academic needs of ChemBE in support of academic programs (i.e. fellowships, scholarships, etc.).
  • Assist with appointing on-boarding new graduate students, visiting faculty/students, postdocs including coordination with Office of Students Services and Office of International Services. Promote and model a culture of exceptional customer service.

Financial Management:

  • Provide oversight in the development, preparation, monitoring, projections, and reconciling of department budgets (research, gift, discretionary account, etc.)
  • Develop the department’s fiscal operating budget and meet quarterly with the Dean and Business Office financial staff to discuss the fiscal year’s budget and five-year plan.
  • Participate in departmental strategic planning and assist with implementation of the new or revised strategies.
  • Provide financial reports and analyses used for strategic planning.
  • Monitor faculty, staff, fellows and students percent of effort expended on research grants and contracts and maintain equivalent salary distribution on accounts.
  • Ensure that effort certification is completed within the deadlines.
  • Design and produce various reports utilizing institutional data to create quarterly, and annual financial report for Department Chair.
  • Work as part of a team to complete activities related to research administration, pre- and post-award, including proposal development, preparation and submission, and post-award administration.
  • Develop and oversee staff completing sponsored research applications for accurate and timely submission.
  • Ensure proper management and compliance of all sponsored awards.
  • Address complex financial management problems, audit questions, contract, and management issues.
  • Review and approve SAP documents such as P-Cards, shopping Carts, non-payroll cost transfers, online check requests, and off-cycle check requests.
  • Maintain accurate records and reports to ensure compliance with relevant policies.

Administration:

  • Develop new administrative policies and procedures as needed to ensure smooth operation of the department.
  • Ensure that department adheres to establish policies and procedures regarding admissions, enrollments, on-boarding and completion of programs and documentation.
  • Maintain space and equipment inventories for compliance with JHU and governmental guidelines. Assist the department Chair in the development and preparation of Advisory Board Report,
  • Self-study Report, etc.
  • Complete internal and/or external surveys (e.g., Southeastern ChE Dept Head/Chairs Survey, ChE Faculty Salary Survey, and NSF-NIH Survey of Graduate Students and Postdoctorates in Science and Engineering).
  • Oversee large events such as the AIChE Conference, symposiums, Named/ChemBE seminars series, graduation reception, and other department events.
  • Serve as the university liaison for all administrative, financial, and operational matters, including representing the Department in Divisional and Interdivisional meetings.
  • Participate in the School working groups to provide guidance and recommendations for issues that may impact the Whiting School of Engineering.
  • Establish and maintain positive professional liaisons both internal and external to the Department, Center, school and university.
  • Outlining existing opportunities to improve space utilization and define needs and justification for additional space to WSE Administration.
  • Ensure proper security, safety, upkeep, renovations, and repair of all the offices and lab areas.
  • Oversee general facilities operations, IT and other issues, and administrative processes.

Supervisory responsibility:

Supervises 9 administrative staff members.

Minimum qualifications:

Bachelor’s degree required. Requires five years of progressively responsible administrative management experience, including direct supervisory experience of staff positions. Demonstrated experience with financial analysis, financial reporting, budget development, and forecasting required. Demonstrated experience in administrative management.

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.

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.

Preferred qualifications:

Master’s degree preferred.

Special knowledge, skills, and abilities:

  • Highly organized and detail oriented with ability to prioritize multiple responsibilities.
  • Comprehensive knowledge of SAP and all of its functions.
  • Able to identify short and long-term problems, strengths and weaknesses of current practices, alternatives, and implementing creative solutions to address complicated issues.
  • Advance proficiency in Microsoft Office Suite applications (Word, Excel, and PowerPoint).
  • Excellent communication and organizational skills.
  • Ability to manage budgetary matters at both high oversight and detailed analysis level.
  • Ability to work independently.
  • Knowledge of JHU policies and procedures.
  • Knowledge of federal regulations related to sponsored funding for educational institutions (Circular A-21, A-133, and FARS).
  • Understanding of general accounting principles and practices.
  • Ability to analyze data to project revenues and expenditures.
  • Able to work in a team and embrace a hands-on approach to management.

Technical qualifications or specialized certifications:

Working knowledge of electronic proposal submission systems, i.e. Coeus, NIH Commons, FastLane, and Grant.gov.

Role/Level/Range: ATP/4/PE
Starting Salary Range: Commensurate with Experience
Employee group: Full time
Schedule: M-F, 8:30 a.m. to 5 p.m.
Employee subgroup: Exempt
Location: Baltimore, MD
Department name: Dept. of Chemical and Biomedical Engineering
Personnel area: Whiting School of Engineering

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.

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