Job Req ID:  112401

Sr. Administrative Manager

The Johns Hopkins Translational Tissue Engineering Center (TTEC) of the Wilmer Eye Institute is seeking a Sr. Administrative Manager. The position reports to the Ophthalmology Department Associate Director of Finance with a dotted line to the Center Director. The position involves overall administrative management of the center, oversight of financial structure and reporting, providing strategic direction, management of sponsored projects, oversight of facilities and safety, oversight of academic and outreach functions, oversight of development initiatives, and administrative staff management. TTEC is an interdivisional, multidisciplinary institute and the successful candidate must be able to clearly and effectively communicate with faculty investigators and administrative staff across many departments and divisions of the university. This requires effective management of multiple and competing deadlines, and the managing shifting priorities. The position directly supervises and/or is responsible for a team of five administrative staff, and is responsible for supporting 10 faculty members across six departments across two schools. The Sr. Administrative Manager is responsible for identifying improvements in policies and procedures, and ensuring efficient operations in all TTEC activities. Furthermore, this position maintains and nurtures effective communication and partnerships throughout the School of Medicine, Whiting School of Engineering and University, liaising with leadership on issues pertaining to administrative functions and representing the institute on committees and working groups.


Specific Duties & Responsibilities 


Administrative

  • Interprets operating policies, exercises independent judgment in the resolution of administrative problems.
  • Exercises independent judgment.
  • Seeks counsel as appropriate.
  • Is sensitive to the interrelationship of both people and functions within and across departments (6) and schools (2).
  • Direct administrative support and management for10 principal investigators and their labs in TTEC. Currently over 140 people at TTEC including PIs, Research faculty, postdoctoral fellows, medical students, graduate students, masters students and undergraduates
  • Ability to prioritize own work, identify issues and solve problems, maintain confidentiality and effectively interact with all levels of University/Hospital employees and outside contacts.
  • Assesses facility and space needs as well as funding and staffing requirements.
  • Works with the team to implement programs, activities, and interventions to ensure that faculty and staff are highly engaged and that the Program and Center create an atmosphere that exemplifies the mission statement of the University.
  • Develops and oversees strategic alliances with peer personnel in associated business entities.
  • Maintains accurate inventory of space and equipment.
  • With Director, assigns available space and assists in future space planning as it relates to Program operations.
  • Represents the organization to both internal and external constituent groups in such a manner as to enhance the image of the Program and Institute and to further its objectives.
  • Communicates with senior leadership within the Program and Center and other constituencies to keep them aware of important Johns Hopkins Medicine and University information.
  • Responsible for strategic planning for future department staffing alignments and needs.
  • Develop job descriptions for staff positions, helps identify and interview candidates and makes recommendations for hire.
  • Conduct performance evaluations and salary administration for direct reports; provide ongoing feedback and constructive support.
  • Supervise staff time and attendance.
  • Manage support for training and development of staff.
  • Prioritize and directs work efforts as necessary.
  • Pro-actively engage in any needed conflict resolution up to and including termination processes.
  • Notify staff of human resources-related information and changes (benefits, holiday/university closures, safety, policy manual updates, etc.).
  • Maintain frequent interaction with staff to oversee workloads, deadlines, issues, and accomplishments.
  • Serve as first point of contact for human resources-related questions from staff, faculty, post docs and students.
  • Assist with appointing and on-boarding new student/post-doc/visitor appointees, including coordination with Office of International Services for foreign visa needs.
  • Support human resources-related needs of faculty supervisors including hiring and termination of administrative and/or lab/technical staff.
  • Liaise between faculty supervisors and human resources offices (divisional HR, HRSS/Payroll SS) regarding administrative, student and lab staff
  • Monitor donor activity and works with SOM, WSE and Central Development to identify potential donors and match with faculty areas of expertise.
  • Oversee communication outlets (website, newsletter, LinkedIn, etc.) to ensure donors, alumni and students are receiving departmental news.
  • Develop overall strategic plan for TTEC internal and external visibility.


Grants/Finance

  • Has complete understanding of grantee agency guidelines and guideline interpretation, develops formats, sets timeline, and initiates instructions.
  • This position will oversee the pre-award process for sponsored research which will require collaboration, preparation and submission of very large and complex multi-department, multi-institution research proposals and contribute to the administrative sections of these grants. 
  • Manage submission of over 65 grants/contracts annually including to NIH, DoD, Foundation, Industry, etc. DoD submissions and Industry contracts much more complex in nature
  • Manage internal planning meetings, planning meetings with Funding Agencies.
  • Develop processes for the management of document sharing and preparation including research projects and grant sections and editing/proofreading.
  • Manage the process for internal and external grant review.
  • Manage the coordination of budget development.
  • Manage the electronic grant submission and processing.
  • Maintains an understanding of sponsored funding administration including guideline interpretation, budget development, and animal and human subjects' approval.
  • Directs the reconciliation of over 90 accounts monthly.
  • Directs the submission of annual progress reports for NIH, and quarterly reporting for DoD, as well as multiple progress reports for industry supported grants/contracts.

Education

  • Alongside the lab manager, manage the safety and student education of TTEC, in addition to compliance as it relates to human and animal research.
  • Educates students and fellows on the grant submission process and guide them through their submissions (F31, F32, Foundation, etc) – roughly 5-10 per year.
  • Guides new faculty on lab startup, budgeting, grant submissions etc.
  • Help PIs navigate the hiring process.
  • Directs the onboarding of new TTEC members by the Lab Manager.
  • Mentor to the TTEC student association and to the TTEC community.



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.

 


 

Classified Title: Sr. Administrative Manager 
Role/Level/Range: ATP/04/PE  
Starting Salary Range: Min $72,600 - Max $127,000 Annually ($113,400 targeted; Commensurate with experience) 
Employee group: Full Time 
Schedule: Monday-Friday, 8:30 am - 5:00 pm 
Exempt Status: Exempt 
Location: Hybrid/School of Medicine Campus 
Department name: ​​​​​​​Oph Translational Tissue Engineering Ctr  
Personnel area: School of Medicine 

 

Total Rewards
The referenced salary range is based on Johns Hopkins University’s good faith belief at the time of posting. Actual compensation may vary based on factors such as geographic location, work experience, market conditions, education/training and skill level. 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/

 

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 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.


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.

 

The Johns Hopkins University values diversity, equity and inclusion and advances these through our key strategic framework, the JHU Roadmap on Diversity and Inclusion.

 

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 accessibility.jhu.edu.

 

Johns Hopkins has mandated COVID-19 and influenza vaccines, as applicable. The COVID-19 vaccine does not apply to positions located in the State of Florida. 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. 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 on 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.

 

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

 

 

Total Rewards
The referenced salary range is based on Johns Hopkins University’s good faith belief at the time of posting. Actual compensation may vary based on factors such as geographic location, work experience, market conditions, education/training and skill level. 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/.

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/.

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

Hybrid: On-site 3-4 days a week