Administrative Manager

General Summary/Purpose:

Position is responsible for the overall administrative, financial, academic and operational activities of the Modern Languages and Literatures Department and the Center for Advanced Media Studies in the Zanvyl Krieger School of Arts and Sciences.

Specific Duties & Responsibilities:
Performance Management

• Supervise departmental administrative staff (Sr. Academic Program Coordinator and Budget Specialist)
• Conduct annual reviews
• Staff development
• Provide ongoing feedback and constructive criticism
• Prioritize and direct work efforts, providing guidance and direction
• Conflict resolution
• Motivate for higher collaboration and performance
• Conduct interviews and make recommendations for hire

Financial Oversight

• Establish department’s and CAMS budget
• Prepare detailed annual budget for approval by Dean’s Office
• Review and approve online payment requests, travel and expense reimbursements, shopping carts, fund transfers and purchase orders
• Review procurement card transaction to ensure compliance with policies; approve transactions, code paper receipts and maintain records
• Partner with Budget Specialist to analyze budget trends and create reports as needed
• Assist faculty PIs with grand submission via Coeus
• Track and reconcile sponsored funds to ensure compliance with sponsor’s rules and regulations
• Oversee reconciling of accounts
• Track budgets to ensure accounts are not overspent
• Manage sponsored projects
• Approve procurement card transactions

Payroll Management

• Oversee the payroll process for faculty, staff and graduate students
• Prepare Department Graduate Aid (DGA)
  • Create and update DGA spreadsheet detailing graduate aid for each of the 60 graduate students.
  • Upload DGA to ISIS.
  • Initiate ISRs for graduate students to get them into payroll system.
• Collaborate with Budget Specialist in processing payroll documents for faculty and staff
• Collaborate with Academic Program Coordinator in processing payroll documents for graduate students
• Manage and review payroll budgets for accuracy

Faculty Searches and Appointment Processes

• Coordinate all aspects of faculty searches:
  • Draft and post advertisement for new faculty in professional publications and with JHUJobs
  • Compile and distribute dossiers to Search Committee members
  • Coordinate logistics for on-campus visits by short-list candidates
  • Draft appointment letters and forms and submit to the Dean’s Office
  • Arrange for office space and administrative needs
• Spearhead process for faculty, visiting faculty, scholars, postdocs and international visitors
• Complete and submit Visa paperwork as necessary for international lecturers
• Manage faculty (re)appointments

Administration and Facility Management

• Manage, monitor and coordinate office space needs as necessary with Office of Facilities Management
• Maintain key tracking system for all keys issued to faculty, staff and students
• Coordinate faculty meetings, departmental lectures and special events to ensure that all logistics are completed on time
• Oversee department’s website to ensure accuracy and timeliness of content

Other duties as assigned

Minimum Qualifications (mandatory):

• 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.
• A 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:

• Masters/MBA preferred. Administrative, supervisory and financial management experience in a university setting preferred.
• Experience with federal funding and compliance preferred.

Special Knowledge, Skills, and 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, students and staff 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 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

Supervisory responsibility:

Supervises 2 full-time staff members, currently Sr. Academic Program Coordinator and Budget Specialist

Budget authority:

Oversees the department budget of $160,000 and the Center for Advanced Media Studies (CAMS) budget of $25,000.

Additional Information:

Telecommuting may be required due to COVID-19 adjustments

Classified Title:Administrative Manager
Role/Level/Range: ATP/04/PD
Starting Salary Range:$59,280 - $81,435 annually
Employee group: Full Time
Schedule: M-F, 8:30 a.m. to 5 p.m.
Exempt Status: Exempt
Location: 01-MD:Homewood Campus
Department name: 10001364-Modern Languages and Literatures
Personnel area: School of Arts & Sciences

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 atjhurecruitment@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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