Administrative/Operations Manager (Energetics Research Group)

The JHU Whiting School of Engineering, Energetics Research Group is seeking an Administrative/Operations Manager who will be responsible for the overall financial, administrative, and operational activities within the Center. The position oversees finance, human resources, secure administrative operations and infrastructure, meeting management, and implementation of operating policies and procedures.

The Administrative Manager is responsible for overall administrative, financial and/or operational management for a center/unit/small department within a school or larger department. This position provides strategic and day-to-day oversight of administrative and financial matters. Areas of focus may include finance; human resources; academic, research, or clinical operations; compliance; infrastructure matters. The Administrative Manager is generally responsible for some or all of the following: staff supervision and performance management; HR support for direct and indirect reports; budget management and administration; faculty, staff, and student payroll; financial functions and processes; program planning and implementation; facilities/space management oversight.

Specific Duties & Responsibilities

Financial Management

In partnership with administrative leadership and financial staff, participate in the development of annual operating budget(s) and assist with budget analysis and evaluation.
Provide fiscal planning, management, and oversight of assigned budgets, e.g. operating, discretionary, gift/endowment, salary.
Oversee annual planning and preparation for general and/or sponsored funds budgets.
Oversee or review monthly account statements, verify expense allocation, identify and ensure the correct processing of payroll and non-payroll transactions to correct or resolve discrepancies
Prepare or oversee preparation of various forms, journal entries, vouchers, system transactions, electronic budgets, and expenditure transactions.
Oversee the procurement process for all assigned accounts.
Provide back-up documentation and explanation in response to audit requests.
Prepare financial projections
Advise leadership on resource needs and financial risks
Remain up to date on changes in university, school, and departmental financial policies.
Develop, update, and amend financial procedures.
Develop and maintain various finance management systems.
Design and produce various monthly, quarterly, and annual reports as requested.

Administration

Manage the planning, production, and execution of key events or other activities.
Responsible for managing projects and maintaining budgets.
Mentor staff and provide support for training.
Monitor staff workloads, prioritize work efforts and advocate for additional resources as necessary.
Partner with senior administrator and/or department/divisional leadership on coordination and completion of various strategic initiatives.
Supervise performance of direct and indirect professional/support staff, conduct performance reviews and salary administration in collaboration with school/department leadership
Develop administrative policies and procedures needed to ensure smooth operations
Manage space and facilities issues specific to the assigned area

Human Resources

Work with departmental/divisional 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: e.g. help develop staffing and personnel management plans, consult on hiring issues, assist with performance management issues and disciplinary actions, oversee salary planning.
Ensure 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 the planning and implementation of activities of the specific academic, clinical, research, or programmatic area.
Other duties as assigned.

Position Specific Details - Supplemental Duties & Responsibilities

Occasional travel is required to oversee planning and execution of biannual restricted/classified meetings around the country.
Rental space management for an off-campus facility.

Minimum Qualifications

Bachelor’s Degree in Finance, Accounting, Business or related field.

Four 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.

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.

US Citizenship is required. Permanent employment is contingent upon obtaining a U.S. Government personal security clearance within a reasonable period of time.

Preferred Qualifications

Master’s Degree in related field.
Supervisory experience.

Technical Skills & Expected Level of Proficiency

Budgeting - Intermediate
Financial Administration - Intermediate
Financial Documentation and Reporting - Intermediate
Human Resources Management - Intermediate
Operational Oversight - Intermediate
Oral and Written Communications - Intermediate
Regulatory Compliance - Intermediate

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

Classified Title: Administrative Manager
Job Posting Title (Working Title): Administrative/Operations Manager (Energetics Research Group)
Role/Level/Range: ATP/04/PD
Starting Salary Range: $62,900 - $110,100 Annually (Commensurate w/exp.)
Employee group: Full Time
Schedule: M-F, 37.5 hrs wkly
FLSA Status: Exempt
Location: Hybrid/JH at Columbia Center
Department name: Energetics Research Group
Personnel area: Whiting School of Engineering

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 requires all faculty, staff, and students to receive the seasonal flu vaccine. Exceptions to the 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.

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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