Administrative Manager
- Employer
- Johns Hopkins University
- Location
- Maryland, United States
- Salary
- Salary Not Specified
- Date posted
- Aug 16, 2021
View more
- Position Type
- Administrative, Academic Affairs, Faculty Affairs, Business & Administrative Affairs, Business & Administrative Support, Financial Affairs
- Employment Level
- Administrative
- Employment Type
- Full Time
The Department of Modern Languages and Literatures is seeking an Administrative Manager who will be responsible for the overall administrative, financial, academic and operational activities within the Department and also for 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
-
Establish the budgets of the Department of Modern Languages and
Literatures, the Center for Advanced Media Studies (CAMS), and of
the Leonard and Helen R. Stulman Jewish Studies
Program
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
-
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
-
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
Manage and support faculty promotions
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
-
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.
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 & 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
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.
Classified Title:
Administrative Manager
Role/Level/Range: ATP/04/PD
Starting Salary Range: $59,280 - $81,435 annually (commensurate
with experience)
Employee group: Full Time
Schedule: 8:30am-5:00 pm
Exempt Status: Exempt
Location: Homewood Campus
Department name: 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.
Johns Hopkins has mandated COVID-19 and influenza vaccines, as applicable. Exceptions to the COVID and flu vaccine requirements may be provided to individuals for religious beliefs or medical reasons or because the individual is pregnant or attempting to become pregnant. Requests for an exception must be submitted to the JHU vaccination registry. 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 on which campus you will work. 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.
Equal Opportunity
Employer
Note: Job Postings are updated daily and remain online until
filled.
EEO is the
Law
Learn more:
https://www.eeoc.gov/sites/default/files/migrated_files/employers/poster_screen_reader_optimized.pdf
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 at jhurecruitment@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.
Equal Opportunity Employer
Note: Job Postings are updated daily and remain online until filled.
EEO is the Law
Learn more:
https://www1.eeoc.gov/employers/upload/eeoc_self_print_poster.pdf
Important legal information
http://hrnt.jhu.edu/legal.cfm
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