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Sr. Administrative Manager

Employer
Johns Hopkins University
Location
Maryland, United States
Salary
Salary Not Specified
Posted date
Oct 26, 2021

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Position Type
Administrative, Business & Administrative Affairs, Business & Administrative Support, Financial Affairs, Grants & Contracts, Human Resources Administration
Employment Level
Administrative
Employment Type
Full Time
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Led by the Associate Dean for Graduate Biomedical Education, the Office of Graduate Biomedical Education (OGBE) promotes innovation in graduate biomedical education and provides support to programs by managing key central functions, developing and implementing initiatives to promote diversity, and ensuring a positive learning environment for graduate students. OGBE is located within the Office of the Vice Dean for Education (OVDE), which is part of the Johns Hopkins University School of Medicine (JHUSOM). In addition to its work with all SOM graduate programs on admissions, academic affairs, student affairs, and student diversity, OGBE includes the Center for Innovation in Graduate Biomedical Education (CIGBE), the Professional Development and Careers Office (PDCO), and the XDBio graduate program. OGBE provides key services to graduate programs that fall within OVDE. Offices and areas of focus are expected to grow over time.

We are seeking aSenior Administrative Manager who will report to the Associate Dean for Graduate Biomedical Education and serves as the administrative lead for all finance and human resources (HR) items related to OGBE and those offices and initiatives that fall under its umbrella. This position requires advanced financial and analytical skills for budget preparation and monitoring, as well as the generation of financial models and efficient process flows.

Additionally, this position requires an understanding of organizational development and change management. Knowledge of JHUSOM human resource policies and processes must be attained in order to be successful. The position will require a high level of independent decision making and initiative as well as creative thinking to design and carry out these activities.

The position works closely with the associate and assistant deans of GBE, OGBE and PDCO staff, MDPHD/XDBio staff, the OVDE Administrator, and faculty, staff, and students from throughout JHUSOM and the university, including program directors, program coordinators, and program financial analysts from nine departments and 19 academic degree programs.

Specific Duties & Responsibilities:

Finance:

  • Prepares and coordinates yearly operating and capital budgets, monthly reporting and management of general and restricted funds, research grants, contracts, etc. for OGBE, CIGBE, PDCO, XDBio, and the MD-PhD program, as well as other initiatives that are closely aligned with OGBE.
  • Ensure revenues and expenditures for budgets are monitored and that monthly reports are prepared to maintain balanced accounts.
  • Prepares ad hoc operational and financial documents and reports as requested by leadership.
  • Holds routine meetings with the OVDE Administrator to review financial performance along with operational and human resource issues.
  • Working closely with the JHUSOM Divisional Budget Office, develops tools for financial forecasting and trending to assist OGBE (including CIGBE and other related initiatives/offices) and JHUSOM leadership in planning new educational programs and concurrent infrastructure needs.
  • Provide financial analysis for graduate biomedical education (including graduate programs, which are decentralized within various departments and programs).
  • Identify, analyze, and track current funding for graduate biomedical education.
  • Analyze complex financial data and extract and define relevant information.
  • Performs analysis for use in short- and long-range financial, operational, and strategic planning.
  • Assists leadership in development of short and long range financial plans, and oversees implementation of those plans.
  • Reviews and approves expense reports, non-capital SAP shopping carts, Procurement Card transactions, online check requests, etc.

Human Resources (HR):

  • Oversees and supports HR activities in OGBE (including recruitment, hiring, training, performance evaluation, etc.) and works with supervisors, the OVDE administrator, and the School of Medicine Human Resources Department for recruitment, compensation issues, counseling, performance improvement, etc.
  • Shares supervision of administrative staff.
  • Monitors and evaluates ongoing staffing needs in OGBE, and reports to leadership as needed.
  • Ensures that new staff are appropriately on-boarded.
  • Review and approve the HR Internal Service Requests (ISRs) related to graduate students. Review and approve changes to salary allocations for graduate students.

Organizational Development:

  • Work with stakeholders, including program directors and administrators, to assess existing systems and identify areas for increasing efficiencies.
  • Continually assess structure of OGBE and its components to ensure resources are aligned with goals.

Other:

  • Develop and maintain sufficient professional expertise in all areas of financial and administrative management to ensure compliance with university regulations, policies, and procedures.
  • Create business plans for new initiatives, to include potential financial impact.
  • Develop dashboards related to graduate student stipends or other areas as necessary.
  • Support strategic planning processes for OGBE and related offices.
  • Support the writing of the financial sections of grant proposals and other fundraising efforts.
  • Serves as the OGBE liaison with areas such as JHU Office of Human Resources, JHUSOM Divisional Budget Office, JH Legal and Tax Office, etc.

Minimum Qualifications (Mandatory):

  • Bachelor's Degree in Business, Finance, Accounting, or related field and five years’ experience in progressively responsible professional-level administrative or financial management.
  • Additional education may substitute for required experience, and additional experience may substitute for required education, to the extent permitted by the JHU equivalency formula.

Preferred Qualifications:

  • Knowledge of graduate program financial management.
  • Knowledge of SAP accounting system.
  • Experience with the NIH grant funding process.
  • Knowledge of NIH training grants management.

Special Knowledge, Skills & Abilities:

  • Exceptionally strong analytical skills required as typically demonstrated through development of complex reports, funding models, and efficient process flows.
  • Demonstrated proficiency in the use of financial software applications, databases, spreadsheets, and/or word processing.
  • Demonstrated ability to translate complex financial information to diverse stakeholders.
  • Demonstrated experience working positively and collaboratively with a wide range of stakeholders.
  • Strong interpersonal, leadership, and organizational skills.
  • Excellent verbal and written communication skills.
  • Ability to work effectively with diverse stakeholders, including learners, faculty, management, leadership, and internal and external clients.
  • Able to maintain confidentiality, display diplomacy, be self-directed, and manage multiple tasks and projects concurrently with frequent interruptions
  • Excellent oral and written communication skills
  • Demonstrated strong organizational skills and attention to detail.
  • Strong problem-solving skills in working with various education leaders from different program levels.

Physical Requirements:

  • Finger dexterity required to manipulate objects with fingers rather than with whole hand(s) or arm(s), for example, using a keyboard.
  • Communication skills using the spoken word.
  • Occasionally lifting, carrying objects weighing 10lbs. or less.
  • Occasionally pushing, pulling objects weighing 30lbs. or less.
  • Ability to move about.

Supervisory Responsibility:

  • Shared supervision of non-exempt staff (administrative coordinator, student experience coordinator, program coordinator).

Classified Title: Sr. Administrative Manager
Role/Level/Range: ATP/04/PE
Starting Salary Range: $69,830 - $95,960 annually (commensurate with experience)
Employee group: Full Time
Schedule: M-F 8:30am-5pm
Exempt Status: Exempt
Location: ​​​​​​​School of Medicine Campus
Department name: ​​​​​​​SOM Admin Grad Aff General Admin
Personnel area: School of Medicine

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

School of Medicine - East Baltimore Campus


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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