Administrative Manager

General summary/purpose:

The Administrative Manager of the Department of Psychological & Brain Sciences will play a key leadership role in the administrative management of the department, providing guidance on financial, operational, academic, and infrastructure matters. The Administrative Manager fosters improvements in policies and procedures in the department and ensures efficient operations of all areas of the office. The Administrative Manager is directly responsible for administrative staff supervision and performance management; HR support for indirect reports; non-sponsored budget management and administration; faculty, staff, and student payroll; p-card management and administration; graduate aid distribution; facilities management oversight; faculty search administration; and academic affairs oversight. In addition, the Administrative Manager provides support for the Science of Learning Institute and is directly responsible for the administration of the Institute’s non-sponsored funding. This position is a key partner in facilitating a positive and inclusive work environment. The Administrative Manager will work collaboratively with faculty and leadership, deans, directors, faculty, staff, and students in support of the Krieger School of Arts and Sciences academic and research missions.

Specific duties & responsibilities:

Operational Management: 40% of time spent performing these duties

• Manage the workflow of daily operations that includes supporting academic programs, student experiential programs, events, and communications.
• Daily financial responsibilities include initiating or approving shopping carts, journals, payroll transfers, internal service requests (ISRs), hourly student payroll, vendor payments, expense reports and procurement cards.
• Provide administrative guidance for the maintenance and improvement of all management information systems, which will include conducting needs assessments of current financial and academic tracking systems, recommending improvements for efficiency and implementing new automated systems or workflows as appropriate.
• Develop and maintain a sound management structure, operating policies, procedures, and staffing to support the operational needs of PBS. This will involve initiating and directing short- and long-range resource planning. Participate in strategic planning.
• Establish timely and effective communication with faculty and leadership to exchange information required to coordinate daily operations.
• Exercise independent judgment and apply knowledge of administrative and academic operating policies to support successful development and implementation of projects.
• Monitor compliance with University policies and procedures.
• Address staff and/or faculty complaints and ensure their prompt resolution.
• Analyze and assess financial viability of existing programs and develop methods to optimize practices and resources.
• Develop and implement policies and procedures as appropriate. Advise and assist faculty with HR processes and policies.
• Represent PBS as appropriate with external and internal contacts.
• Update and maintain Business Continuity Plans.

Staff Management: 10% of time spent performing these duties

• The Administrative manager will be a source of information for all staff to increase their understanding and responsibility regarding goals and priorities of the department. Develop positive employee relations and communications through management and interaction with employees.
• Cultivate a faculty support/team approach to facilitate a positive and collaborative environment. Establish performance goals and productivity standards for staff in conjunction with faculty.
• Supervise academic program staff and administrative staff to include hiring, performance management staff appraisals, mentoring, and resolving obstacles as they arise.

Financial/Payroll: 30% of time spent performing these duties

• Administration of all financial and payroll activities of the department which includes developing annually and managing the general operating budget, and payroll for 40+ students, 15+ professional TA’s and part-time instructors, 20+ lab managers and research technicians, 20+ postdocs, 18 full-time tenure track faculty and 3 teaching faculty.
• Provide oversight of PBS related to financial tracking and reporting, and development of and adherence to policies and procedures.
• Develop and monitor annual budgeting process.
• Approve budget requests, provide guidance for implementation strategies of special initiatives, provide guidance for spending decisions, and monitor the monthly reconciliation and reporting of all budgets. Act as a resource to faculty, staff, students, and Chair to determine the general, financial, and administrative services required to plan and execute the mission of the department.
• Responsible for coordinating and executing PBS annual faculty appointment process. Ensures appointments are processed accurately and timely and corresponding payroll actions are taken in SAP.

Non-Sponsored and Sponsored Funds Administration: 20% of time spent performing these duties

• Advise and collaborate with Faculty and Research Staff in preparing detailed budgets and content for federal grant, contract, subcontract, and development proposals; work with funding agency when applicable to ensure requirements are met.
• Work as part of a team to complete activities related to research administration, pre and post award—including proposal development, preparation and submission, and post-award administration.
• Research and stay current on sponsored projects regulations, external and internal policies and procedures governing the administration of grants and contracts, and serves as a resource to faculty and staff.
• Utilize appropriate University and sponsor electronic systems to effectively manage and submit and/or report sponsored program activity.
• Review and approve documents in a timely manner.
• Ensure proposals are processed timely.
• Ensure all expenditures are allocable, allowable and reasonable.
• Make sure department is in compliance with University and sponsor policies.
• Maintain and ensure complete, thorough, and accurate records.
• Ensure that effort certification for the department is completed within deadlines.
• Actively participate in the development, coordination, and implementation of research and administrative policies and procedures.

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.

Special knowledge, skills, and abilities:

• Must be highly organized with attention to detail with the ability to prioritize multiple responsibilities of own work as well as others.
• Must possess strong supervisory skills with the ability to cultivate a collaborative, positive environment.
• Ability to proactively lead a team to achieve organizational goals in a fast-paced office.
• Possess excellent interpersonal, organizational, verbal, and written communication skills.
• Ability to work effectively with all levels of faculty, staff, and administration within the University as well as external contacts including alumni, visitors and candidates during a faculty search.
• Proficiency with databases/spreadsheets, JHU financial and academic systems (i.e. SAP, SIS), and knowledge of JHU policies and procedures preferred.

Classified Title:Administrative Manager
Working Title: Administrative Manager
Role/Level/Range: ATP/04/PD
Starting Salary Range:Commensurate with experience
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: 10001376-Psychological and Brain Sciences
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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