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Job Req ID:  114112

Administrative/Operations Manager

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.


Specific Duties & Responsibilities


Strategic Planning

  • Partners with the Director & Deputy Director to coordinate and oversee operations consistent with overall ERG, JHU, and US Government policies.
  • Evaluates and recommends facility and space needs as well as staffing requirements.
  • Assists in the development of new programs with internal and external collaborators to ensure goals and standards are met, monitors performance and implements correct actives as necessary.


Financial Management

  • Oversees financial management, forecasting, planning, and budget development for both sponsored and non-sponsored activities.
  • Provide assistance to IT Manager regarding IT and communications equipment for personnel and meeting spaces.
  • Provide assistance to Director regarding lab related expenses.


Human Resource Responsibilities

  • Direct oversight of financial, security, meetings, communications, and janitorial staff.
  • Interview, hire, train, supervise, monitor performance and staff development.


Manage Human Resources including

  • Job requisitions.
  • Hiring and termination processes.
  • Performance improvement plans.
  • Payroll oversight, administration, and inquiries for pay and/or benefits.
  • Effort reporting and E210 administration.
  • Oversight of compliance with HR policies.
  • Coordinate collaboration with ERG Management, communicate and manage University mandated HR and facility procedures.


Management of Commercial Services

  • ERG Subscriptions to products and services.
  • Customer relations.
  • Coordination with security team for vetting customer points of access.


Management of Meeting Personnel

  • One Meeting Event Planner and 1 Communications Assistant.
  • Oversight for Bi-Annual restricted/classified Meetings, 1 International (Every 4 years); and others as determined/contracted.
  • Site selection / contract negotiation.
  • Meeting planning processes and procedures.
  • Communications / websites.
  • Promotional activities and awareness.
  • Publications.
  • Maintain and report associated contract and/or program income to respective sponsors.
  • Provide proposals and budgets for new sponsored meeting opportunities.


Management of Front Office Administration

  • Maintenance Assistant.
  • Provides janitorial service to two secure facilities in Columbia, MD.
  • Liaison between office building (rental facilities) and the JHU Facilities and Real Estate.
  • Manage, monitor, and coordinate office space needs.
  • Phones, office equipment, mail, furniture, etc.
  • Manage meeting space utilization (including scheduling etc.)


Administrative Liaison to the Joint Army-Navy-NASA-Air Force (JANNAF) Support Contract and the Technical Executive Committee (TEC)

  • Contract Management.
  • CDRL Reporting (Monthly and Meeting Summaries).
  • TEC Data Calls and collaboration activities.
  • TEC Meeting facilitation, minutes, and action items.
  • Membership Rosters.


Other Responsibilities

  • Liaison between ERG and the Engineering Business Office.
  • Monthly Administrative Manager Meeting.
  • Continuity Plans.
  • Space Allocations/Surveys.


Internal and External Contacts


Internal

  • Entirety of ERG Faculty and Staff; leadership & staff within the WSE Dean’s office including the Engineering Business Office and Facilities Management; JHU Shared Services Offices including Human Resources, Sponsored Projects; Cash Accounting; and Real Estate and Tax Office.


External

  • Liaison to the JANNAF Technical Executive Committee; DoD and NASA Contracting Officials; and the DoD, NASA, and DoD/NASA contractors within the JANNAF Community.


Special Knowledge, Skills, & Abilities

  • Highly organized with attention to detail and ability to prioritize multiple responsibilities.
  • Proficiency with databases/spreadsheets, and JHU financial systems (SAP).
  • Knowledge of JHU policies and procedures, payroll system, grants management and administration.
  • Excellent communication skills, including the ability to interact with faculty, staff, and sponsors using tact, diplomacy and appropriate judgment.
  • Ability to work independently as well as part of a team in a high-volume environment.
  • Ability to maintain a professional demeanor (including distinguishing proper communication of confidential information) in interactions both internal and external to the Department.
  • Requires ability to work independently, and to exercise judgment with full accountability.
  • Must be able to recognize and define problem areas and recommend/implement corrective action.


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
  • Masters/MBA preferred.
  • Administrative, supervisory, and financial management experiences in university setting preferred.
  • Working knowledge of JHU administrative and financial computing systems (JHU SAP).
  • Active DoD SECRET security clearance.
  • Experience in a DoD or Federal contract environment highly desirable.


Additional Note

  • Note, US Citizenship is required. Permanent employment is contingent upon obtaining a U.S. Government personal security clearance within a reasonable period of time. Occasional travel will be required.

 

 

Classified Title: Administrative Manager 
Job Posting Title (Working Title): Administrative/Operations Manager   
Role/Level/Range: ATP/04/PD  
Starting Salary Range: $62,300 - $109,000 Annually (Commensurate with experience) 
Employee group: Full Time 
Schedule: M-F, 8:00 a.m. - 4:30 p.m. 
Exempt Status: Exempt 
Location: Hybrid/Homewood Campus 
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 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 3-4 days a week

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