Administrative Manager

We are seeking a Administrative Manager who will oversee administrative matters in the department of Biophysics with approximately eight laboratories, computer labs, teaching labs, the Center for Molecular Biophysics and offices. Additionally, the Administrative Manager assists with administrative matters of approximately 12 faculty members, 13 postdocs, 8 research scientists, more than 50 graduate students and 100 undergraduate students.

Specific Duties & Responsibilities

Supervisory

• Responsible for the overall administrative management of Biophysics Department.

• Supervise academic, administrative, finance, budget sponsored project & contracts staff.

• Supervise (hire/fire/performance mgmt.) and develop staff in assigned area.

• Train and ensure completion of staff JHU training.

• Conduct administrative team meetings, promote cross training and provide a forum for information exchange.

• Encourage a team environment within the department that fosters communication and positive working relationships.

• Monitor staff workloads, prioritize work efforts and advocate for additional staff as necessary.

• Manage the planning, production and execution of key departmental events, receptions, or other special events.

Academic

• Work with faculty and Office of the Registrar to manage course scheduling and maintenance, room scheduling, review sessions, and exams.

• Process annual graduate student surveys from NSF, Petersons, etc.

• Produce annual statements of appointment and termination notices for NIH T32 training grant.

• Process KSAS Biophysics department academic catalog.

• Write employment verification letters for students regarding visas, rentals, mortgages, etc.

• Assist new graduate students and postdocs with academic and financial issues.

• Maintain database of graduate student information.

Financial Management

• Administer department’s general funds budgets and endowments.
  

• Oversee annual budget planning and preparation. Consult with departmental chair and program directors.
  

• Prepare yearly budget meeting documents and attend Deans Office meeting.
  

• Review monthly statements of account activity, verify expense allocation, identify and process payroll and non-payroll transactions to correct or resolve discrepancies, and project expenses.
  

• Facilitate account corrections/adjustments via payroll and/or non-payroll cost transfer.
  

• Prepare or oversee preparation of various forms, journal entries, vouchers, SAP transactions, electronic budgets and expenditure transactions.
  

• Supervise preparation of budgets for sponsored projects.
  

• Assist with PMB TG annual continuations, submissions, and final reports.
  

• Process DGA for all Homewood graduate students.
  

• Oversee the procurement process for all assigned accounts. This includes approving procurement cards transactions (by the monthly deadline) and SAP Concur reimbursements, while reviewing account balances prior to order submission.
• Provide back-up documentation and explanation in response to ongoing audit requests.
• Ensure all financial transactions adhere to GAAP, sponsored agencies and University policies.
  

• Prepare five-year financial projections for sponsored research to anticipate changes in overall funding impacting faculty and staff in close collaboration with GCA.
  

• Advise the Chair on resource needs and financial risks facing the department.
  

• Review and approve Eform requests initiated by GCA for all personnel.
  

• Remain up to date on changes in university and KSAS financial policies.
  

• Develop, update, and amend departmental financial policies.

Human Resources

• Work with KSAS Human Resources support to establish and promote growth opportunities within the department, maintain equity, consistently apply policies and procedures, establish a positive working environment, and minimize staff turnover.

• Work with appropriate HR resources to determine and implement solutions that address non-routine HR problems in a timely manner.

• Support faculty and staff supervisors in all aspects of human resources administration: develop staffing and personnel management plans, consult on hiring issues, assist with performance management issues and disciplinary actions, oversee salary planning.

• Process payroll action requests for faculty, staff, and students.

• Compose annual appointment letters for postdocs and other appointed positions.

• Process all onboarding activities for new faculty, staff, and students in the department.

• Work with HR to coordinate all necessary visa application materials for international hires.

• Monitor employee goals and objectives. Identify training and development opportunities to improve performance and career goals.

• Process annual performance appraisals for departmental staff and advise on raises.

• Create and maintain hybrid work schedule for all staff members. Update departmental work from home policies as necessary.

• Review and approve staff E210 record for leave accruals and balances.

• Ensure that all human resources activities are carried out consistent with University personnel policies.

Building Management

• Coordinate with KSAS Renovation office for installation/movement/elimination of phones, proper signage and room numbering.

• Order and distribute building keys.

• Prepare and update phone lists and building directory.

• Work with the Chair and faculty to plan and manage the physical space allocated to the department, to ensure optimum utilization while always adhering to policies.

• Ensure that assets costing $5,000 and over are appropriately reported, tagged and that all change in asset status is reported to JHU Fixed Assets including disposition of the asset.

• Work with building manager and chair to maintain departmental equipment including autoclave, ice machines, washers and dryers.

• Complete space survey audit for F&A rate calculation.

• Approve non-departmental use of department-controlled space.

Other Responsibilities

• Under direction and in collaboration with the Chair, participate in short and long-range planning for evaluation of new and existing research and educational programs; assessment of facility requirements; funding and staffing needs.

• Produce charts/graphs and reports on historical departmental data.

• Maintain up-to-date email lists for undergrad majors, grad students, etc.

Special Knowledge, Skills & Abilities

• Must be articulate, professional, and be able to prioritize work.
• Ability to work with flexibility on several tasks simultaneously and to meet various concurrent deadlines.
• Knowledge of accounting and budgeting practices.
• Must have strong problem solving skills and attention to detail.
• Ability to maintain confidentiality.
• Ability to work effectively independently and as part of a team.
  

• Must know and be able to use JHU systems (SAP, SIS, and COEUS).
  

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.

*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.

Preferred Qualifications

• Prior supervision experience preferred.
• Knowledge of outside funding process helpful.

Classified Title: Administrative Manager
Role/Level/Range: ATP/04/PD
Starting Salary Range: $61,070-$83,900 Annually (Commensurate with experience)
Employee group: Full Time
Schedule: M-F, 8:30 a.m. to 5 p.m.
Exempt Status: Exempt
Location: ​​​​​​​Hybrid/Homewood Campus
Department name: ​​​​​​​Biophysics
Personnel area: School of Arts & Sciences

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:
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.

The successful candidate(s) for this position will be subject to a pre-employment background check.

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
Learn more:
https://www.eeoc.gov/sites/default/files/migrated_files/employers/poster_screen_reader_optimized.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 accessibility.jhu.edu.

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. 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 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.

Note: Job Postings are updated daily and remain online until filled.

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