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Requisition ID:  116425

Administrative Manager

Gillian K. Hadfield is a leading AI researcher dedicated to addressing the technical and policy challenges of ensuring that artificial intelligence is developed in safe and aligned ways that promote global human well-being. Recently appointed to Johns Hopkins University, she holds joint faculty positions in the School of Government and Policy and the Department of Computer Science at the Whiting School of Engineering. Additionally, Hadfield is a Canada CIFAR AI Chair at the Vector Institute for Artificial Intelligence and a Schmidt Sciences AI2050 Senior Fellow.  Professor Hadfield’s research centers on the innovative design of legal and regulatory systems for AI and other complex global technologies, as well as developing computational models of human normative systems. Collaborating with machine learning researchers, she aims to create systems that understand and respond to human norms. Professor Hadfield is recognized internationally for her expertise in AI alignment, governance, and safety.  To support her transformative work, Professor Hadfield is seeking a highly organized and proactive Administrative Manager. This role is essential for leading the implementation of her strategic vision within the School of Government and Policy and advancing her research initiatives. The Administrative Manager will play a crucial role in shaping and executing Professor Hadfield's innovative research agenda, focusing on the safe and aligned development of AI to enhance human well-being on a global scale.


In this capacity, the Administrative Manager will be responsible for driving strategic planning, overseeing project tracking for major research initiatives, and serving as the central point of contact for Professor Hadfield’s office. This position requires a comprehensive understanding of all activities and commitments, ensuring the efficient operation of the professor's research efforts and the successful attainment of strategic goals.


Specific Duties & Responsibilities

  • Collaborate closely with Professor Hadfield to formulate and execute her strategic plan, ensuring alignment with the mission of the School of Government and Policy and the overarching objectives of Johns Hopkins University.
  • Oversee and monitor major research projects, providing regular updates and insights to ensure timely progress toward strategic goals.
  • Serve as the primary point of contact and representative for Professor Hadfield’s office, fostering and maintaining relationships with internal and external stakeholders, including faculty, students, and industry partners.
  • Manage incoming correspondence, ensuring timely and appropriate responses.
  • Coordinate with the Sr. Administrative Coordinator to arrange meetings, appointments, and travel logistics.
  • Track and monitor tasks and action items to ensure accountability.
  • Draft, edit, and prepare reports, presentations, and other essential documents.
  • Handle confidential information with the utmost discretion.
  • Liaise with university administration, departments, and external organizations to facilitate communication.
  • Ensure compliance with university policies and procedures in all activities.
  • Identify opportunities to enhance organizational efficiency and implement process improvements.
  • Oversee administrative functions to guarantee smooth operations.
  • Manage special projects and initiatives aimed at improving operational performance.
  • Collaborate on the preparation of annual budgets across all funding sources.
  • Track all expenditures related to funding sources, providing regular updates on budget projections.
  • Ensure efficient allocation of resources to support organizational priorities.
  • Coordinate with relevant stakeholders to prepare financial reports as needed (e.g., for grant submissions).
  • Develop and cultivate relationships with key stakeholders to support collaborative efforts.
  • Draft and review various communications, including emails, social media posts, and public statements.
  • Embrace and advocate for innovative practices within the research environment, ensuring the adoption of AI and other technological advancements to enhance research capabilities and outputs.
  • Maintain a comprehensive overview of all activities and commitments, optimizing workflows and processes to ensure the efficient operation of the professor's research activities.
  • Uphold and promote a culture of diversity, equity, inclusion, and access within the team and research initiatives, ensuring that diverse perspectives are valued and integrated into all aspects of work.


Special Knowledge, Skills, and Abilities:

  • Strong organizational and project management skills, with the ability to oversee multiple tasks and prioritize effectively in a fast-paced environment.
  • Excellent written and verbal communication skills, with the ability to communicate complex ideas clearly and effectively to various stakeholders.
  • Familiarity with office software, including Microsoft Office, Google Workspace, and project management tools like Dropbox or Notion.
  • Experience in financial management, including budgeting, expense tracking, and resource allocation, with a focus on complex content or research-focused projects.
  • High level of discretion, professionalism, and the ability to handle confidential information with care.
  • Proven ability to drive strategic initiatives in complex environments.
  • Experience in inspiring others to achieve strategic objectives and fostering innovative thinking.
  • Strong track record in overseeing large, multidisciplinary projects, with the ability to manage multiple initiatives simultaneously while maintaining attention to detail.
  • Experience tracking project timelines, resources, and ensuring timely completion of deliverables.
  • In-depth knowledge of the technology landscape relevant to AI research, academia, or content-driven industries.
  • Ability to make informed judgments on how to integrate new technologies and practices to advance strategic goals.
  • A keen understanding of financial management for complex research or content-focused projects, including budget planning, expense tracking, and resource allocation to ensure sustainable success.
  • Proven ability to lead organizational change, embedding a culture of innovation and adaptability.
  • Excellent critical thinking, problem-solving, and communication skills.
  • Ability to use analytics and data to drive decision-making, combined with the ability to motivate others with urgency and clarity.
  • Strong interpersonal skills with a track record of fostering productive relationships with internal and external stakeholders, including faculty, researchers, industry partners, and government agencies.
  • A creative thinker who embraces new ideas and is passionate about developing and implementing innovative strategies.
  • A strong commitment to promoting diversity, equity, inclusion, and access within a research or academic environment.
  • Experience in leading with dignity and cultivating a positive workplace culture.
  • A self-starter with the ability to work independently, anticipate needs, and take proactive measures to ensure smooth operations and the achievement of strategic goals.






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
  • Bachelors Degree in social sciences or public administration.
  • Five years experience in providing progressively responsible administrative support with experience working on a wide variety of special projects and special assignments, leadership roles, effectively managing change in research, academia, publishing, content services, technology, or related industries.
  • Familiarity with AI alignment, governance, and safety research is preferred but not required. An interest in learning and working in the AI research domain is highly desirable.

 

 

Classified Title: Administrative Manager  
Role/Level/Range: ATP/04/PD  
Starting Salary Range: $62,900 - $110,100 Annually (Commensurate with experience) 
Employee group: Full Time 
Schedule: 37.5 hrs/wk, M-F 
Exempt Status: Exempt 
Location: Hybrid/District of Columbia 
Department name: ​​​​​​​Department of Computer Science 
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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