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Sr. Director of Administration and Operations

The Office of External Affairs encompasses three teams: 1) Communications and Marketing; 2) Development and Constituent Relations and 3) Finance and Administration.

As the #1 school of public health in the country and the oldest independent, degree-granting school of public health in the world, the Bloomberg School of Public Health offers unparalleled opportunities for mission-driven creative work at the highest levels.


GENERAL SUMMARY:

Reporting to the Associate Dean for Development and Alumni Relations and working closely with the Associate Dean for Communication & Marketing, this position is a member of the three-person leadership team for the Office of External Affairs. The Sr. Administrative Manager oversees the financial and administrative operations of the Office of 60+ staff who work in development, alumni relations, communications, and marketing. This position oversees a team of professionals who are responsible for supporting business operations including finance, administrative support, project management, and special events. The Sr. Administrative Manager is also responsible for overseeing ten operating budgets that total approximately $9M. Finally, this position serves as the primary talent and human resource manager by collaborating and advising with managers and supervisors on recruitment, performance management, and employee engagement and relations matters.

SPECIFIC DUTIES AND RESPONSIBILITIES:

Human Resources Management

  • Serve as the primary human resource manager and workplace culture leader for the Office. Work closely with the Development & Alumni Relations (DAR) and Health Sciences Talent Management and Human Resources offices on all matters involving the employee lifecycle (recruitment, compensation, performance management, employee relations, role evolution and reclassification, and exit) processes.
  • Understand the university’s compensation system and career pathways to proactively advise and guide Associate Deans, managers, supervisors, and staff to help mentor, grow, and retain staff.
  • Monitor salary administration plans for the department which involve the tri-annual review of staff job descriptions and negotiating on behalf of the two associate deans with the compensation team on the appropriate classifications, and salaries (addressing salary equity concerns, when needed).
  • Submit the annual headcount and growth plans to the divisional business office.
  • Guide hiring managers through the recruitment process by collaborating on job descriptions, educating them about the university’s job classification system, interviewing candidates, and advising on employment offers.
  • Onboard newly hired staff by ensuring 120-day performance goals are set, holding individual meetings to review available resources, and gathering initial impressions upon completion of the introductory period.
  • Lead and coordinate cross-team work groups related to workplace culture and operations by communicating the vision, answering questions, and providing guidance. Review preliminary reports upon request and facilitate discussion for the purpose of developing plans or identifying solutions to problems.
  • Identify and advise staff recognition and engagement committee.
  • Partner with the Associate Deans to set the agendas for the management team and all-staff meetings. Liaise with the Sr. Administrative Coordinator to reserve room and technology as well as identify speakers and prepare meeting materials and presentations.
  • Manage the exit processes with staff who resign by capturing parting-thoughts surrounding workload, managerial impressions, and salary and benefits.
  • Approve all payroll-related transactions submitted through SAP.
  • Track office-wide completion of mid-year and annual performance reviews in SuccessFactors.
  • Approve electronic time and attendance (E210) forms for all staff.
  • Liaise with the centralized Human Resources (HR) Services team on family medical leave (including birth recovery and parental leave), short-term disability, and salary overpayments.

Supervision

  • Oversee the Project Management and Special Events Team and the Finance and Operations, teams. Provide feedback on team goals. Attend meetings when needed.
  • Provide high-level management of the Sr. Project Manager and the Sr. Financial Analyst. Coach, mentor, and advise when appropriate. Collaborate on individual performance goals. Guide and troubleshoot as needed on events, financial matters and office administration. Help to manage their staff and team hiring, mentoring, coaching, advising, and terminating if necessary.

Business Operations

  • Work with divisional business office and controller’s office on audits, when needed.
  • Raise business operations concerns to the appropriate Associate Dean when appropriate; meet with the leadership team to make decisions regarding management of the office; create and communicate administrative policies and procedures to staff.
  • Review and approve monthly procurement card transactions for the office’s four cardholders. Ensure university policies and procedures are upheld regarding appropriate transactions, receipt submission, and reporting.
  • Resolve concerns regarding travel and business reimbursements.
  • Work with the School’s facilities management office on space allocations, renovations, and updates.
  • Recommend, develop, and implement policy and procedural changes to improve the efficient operations of the office.
  • Approve and track email distribution lists, access to the office SharePoint site, and zoom accounts.

Leadership

  • Serves as a member of the OEA leadership team, along with both Associate Deans, which meets regularly
  • Serves on the DAR Management Team, which meets quarterly
  • Represents OEA on School or University committees, as assigned

Special knowledge, skills, and abilities:
  • Have experience managing human capital, systems, and processes.
  • Possess the ability to exercise managerial and professional judgment and assume complete responsibility for decisions, consequences, and results.
  • Able to proactively manage staff and resources and administrative planning.

All applicants are expected to uphold the university’s core values which include diversity and inclusion.

In the Office of External Affairs, all staff treat people with dignity and respect by being fair and consistent. We demonstrate an open-minded approach to understanding people regardless of their race, gender, age, national origin, religion, ethnicity, disability status, or other characteristics. We show respect for the beliefs and traditions of others; encourage and promote practices that support cultural diversity; and discourage behaviors or practices that may be perceived as unfair, biased, or critical toward people with certain backgrounds.



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.

Classified Title: Sr. Administrative Manager
Working Title: Sr. Director of Administration and Operations
Role/Level/Range: ATP/04/PE
Starting Salary Range:
Employee group: Full Time
Schedule: Monday-Friday 8:30 am - 5:00 pm
Exempt Status: Exempt
Location: 05-MD:School of Public Health
Department name: 10001027-Assoc Dean for External Affairs Off of
Personnel area: School of Public Health

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 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.


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

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