Administrative Manager-IDIES

The Department of Physics and Astronomy is seeking anAdministrative Manager who is responsible for administrative and financial activities for The Institute for Data Intensive Engineering Sciences (IDIES). This is an interdisciplinary collaborative institute that focuses on the development and application of data intensive technologies in physical and biological sciences and engineering. Managed through IDIES are two shared computing facilities, the Maryland Advanced Research Computing Center (MARCC) --a multi institutional computing facility located on the Bayview Campus and the Homewood High Performance Cluster (HHPC)—an adaptive shared facility designed to support large scale computations on the Homewood Campus. This position oversees the daily administrative and operating activities of the institute and computing facilities, and represents each in public relations/liaison capacity on matters relating to new and existing project administration maintenance and development.

Specific Duties & Responsibilities:

Strategic Development (20%):

• Cultivate positive interactions and relationships with external industry/local organizations/ business partners, working with related JHU offices to initiate and maintain relationships while complying with JHU policy.
• Partnering with JHURA, negotiate and prepare contracts following University and company standards and protocols.
• Build trust and nurture long-term relationships with external industry/local organizations/ business partners.
• May be asked to locate, propose or contact potential external industry/ business partners; discovering and exploring opportunities.
• Work closely with Institute leadership to put Institute strategic goals into action. Coordinate new policy and procedure with relevant leadership and staff to ensure a smooth transition and acceptance.
• Follow through on action items and new initiatives as directed by the Institute Director and Executive Committee. Provide proper follow up and communication through to completion.
• Seek alternative or innovative solutions to problems, and collaborate with the other managers, PIs and staff in problem resolution.
• Work with Institute internal management team to improve internal policy and processes as they relate to communication, work flow, resource and project management to optimize customer service.
• Review proposed changes to IDIES operations and business model with Director and DBOs as needed to ensure compliance with JHU mission and policies.
• Review and edit the Institute’s Charter as needed.

Administrative Management (20%):

• Ensure the overall administrative and operational support of the Institute.
• Arrange and coordinate monthly executive committee meetings, set agendas and lead discussion per the agenda items.
• Provides oversight and expectations for small and large events including colloquia and conferences in partnership with the Sr. Administrative Coordinator.
• Creates budget for event and sets expectations for budget analyst to follow through with event coordination.
• Coordinate and work closely and collaboratively with the Institute’s Communications Team in the creation of the Institute’s newsletter and annual publication.
• Coordinate and administer the Institute’s Seed Funding program by setting deadlines, coordinating announcements, collecting proposals and evaluating for completeness, disseminating to reviewers, contacting awardees, transferring funds, and monitoring progress of award through the project end date.
• Act as a resource for the faculty, researchers, managers, and staff on administrative matters.
• Work closely with the department Administrator, Institute Director, and Sr. Financial Manager to ensure compliance with departmental policies and procedures, JHU internal controls and government regulations to effectively carry out the mission and long-term goals of the Institute.
• Assess current policies and practices and develop and implement new administrative processes and procedures in collaboration with the Department Administrator, Center Director, and department Chair.
• Assist the Institute Director and Administrator with completion of internal and external surveys.
• Direct special projects for the department as assigned.

Supervision/Performance Management (15%):

• Supervise and coordinate activities and workflow for three staff members, a Financial Analyst, Sr. Grants and Contracts Analyst, and budget analyst.
• Set employee goals and objectives.
• Plan, prepare, and revise work schedules and assignments according to need.
• Review performance data (monthly, quarterly executive summaries) to monitor and measure productivity, goal progress, and activity levels.
• Conduct annual and mid-year reviews.
• Identify performance gaps and potential performance interventions.
• In conjunction with the staff member identify training and development opportunities to improve performance and assist with career goals. This may include one-on-one mentoring or group training.
• Provide ongoing feedback and constructive criticism for staff.
• Resolve conflicts that interfere with the productivity of the department and seek HR input as needed.
• Promote a positive climate to improve. productivity and increase performance.
• Encourage continuous learning to enable staff to grow in their roles.
• Approve and track leave requests.
• Conduct interviews and make recommendations for hire.
• Serve as backup as needed during times of absence or heavy work volume.

Sponsored Projects Administration (15%):

• Advise Institute members of funding opportunities.
• Work with the PI and other members of the submission team, including potential subawardees/subcontractors, to prepare any new, renewal, continuation, supplemental, revision or pre-application package to be sent to a sponsor for consideration.
• Review and interpret sponsored program announcements to ensure that applications conform to requirements (i.e. target dates and times, font size, as well as institutional, PI, page and budget limits); communicate information derived to the submitting investigators.
• Meet with investigator(s) to discuss the project and determine what resources will be needed to carry out its goals.
• Advise investigators and budgetary staff on appropriate language for grant presentation (e.g., budget justification, publication lists, abstracts, level of effort) and compliance issues.
• Serve as liaison between members of the submission team and the sponsoring agency and the JHURA when there are questions of regulation and /or program language interpretation questions.
• Draft and finalize a budget after analysis of costs that will reflect the goals of the project.
• Work with the investigator(s) to prepare a budget justification/narrative that explains why costs are programmatically necessary and how they were calculated.
• Work with investigators to prepare or maintain other applicable documentation (i.e. current and pending support pages, biographical sketches, conflict of interest lists, bills of material etc).
• Initiate internal routing and review. This involves creating a proposal in Coeus, collecting, uploading and/or adding information and documentation to the online proposal then producing certification pages for investigator review and signature.
• Ensure internal routing is complete and the application has received the go-ahead from both the Dept. and the JHURA SRO.
• Upload the application via sponsor’s electronic proposal submission system (i.e. FastLane, STGMS, Grants.gov etc.)
• Assist PI with the final review of application to ensure that all restrictions, requirements and special considerations are met and the proposal is administratively in its finest and final form before submission.
• Coordinate submission of the application by whatever means are detailed by the sponsor.
• Direct submission of large multi-center proposals that require collaboration among various entities.
• Coordinate hand off of awarded proposals to IDIES faculty primary department for post award management.
• Work with Sr. Grants Analyst and Financial Analyst to oversee management of sponsored awards under the direction of the Institute Directors and/or researchers.
• Serve as a resource for complex issues, and problem resolution to ensure we are in compliance with federal, sponsor, and University guidelines.

Financial Management & Oversight (15%)

• Oversee all Institute’s operating accounts, including budget planning and forecasting.
• Monitor use of resources in accordance with plans and budgets, and provide reports to Institute Director and Department Sr. Financial Manager.
• Review and approve reconciliation statements prepared by Financial Analyst, Sr. GCA, and Budget Analyst.
• Meet monthly and quarterly with Institute Director, and Senior Leadership to discuss status of Institute’s accounts and projected expenses.
• Development and forecasting of the Institute’s yearly operational budget.
• Review detailed narrative to explain all financial anomalies and future planning, prepared by financial analyst.
• Meet to discuss yearly budget with Institute’s Director, Department Sr. Financial Manager and Administrator.
• Compile and report on statistical data for the Institute’s annual report and as needed throughout the year.
• Review and approve highly complex procurement transactions, including equipment purchases, pcard, shopping carts, online payments, and journal transfers.
• Review any service contracts for the group prior to passing on to the proper agent within Supply Chain for approval and execution.

Human Resources/Payroll (10%):

• Serve as liaison between the Sr. HR Coordinator and faculty, staff and students.
• Review and approve staff E210 record for leave accruals and balances.
• Pre- and post-review effort for direct reports to ensure appropriate allocation of effort.
• Review and approve ISRs that are completed by the departmental Sr. HR Generalist, when the financial analyst or Sr. GCA are unavailable.
• Work with Institute Director, Managers, and Sr. HR Generalist in initiating recruitment of Staff, Postdoctoral Fellows, and Research Scientists.

Facilities Coordination (5%):

• In coordination with the Department Administrator, oversee general facilities operations for the Institute, including space allocation, renovation, and resource monitoring.
• Work with the budget analyst to manage space needs and assignments for all current and newly arriving group members.
• In coordination with the Financial Analyst identify, and maintain an inventory of the fixed assets for their assigned group.
• Maintain awareness of safety rules and procedures regarding research facilities for their group such as clean rooms, experimental labs and computing facilities.
• Monitor usage of research facilities for their group (e.g., clean rooms, experimental labs) as needed.

Other:

• Carry out other duties as assigned.

Special Assignments:

• Serves on intra and inter-departmental committees within and outside our division to provide input and exchange information.

Minimum Qualifications (Mandatory):

• Bachelor’s Degree (additional directly related experience may be substituted for education to the extent permitted by the JHU equivalency formula).*
• Minimum of five years financial and supervisory experience.

* 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 the 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.

Special Knowledge, Skills & Abilities:

• Requires excellent interpersonal, oral and written communication skills to interact with employees at all levels of the University.
• In collaboration with the department’s senior leadership, the ability to develop and execute strategy.
• Record of accomplishment in managing others such as:
  • Skill in recruitment, development and performance measurement of staff with goals of achieving optimal productivity while maintaining a professional office environment, or taking corrective actions.
  • Ability to recognize individual differences in skills and abilities to assign tasks appropriately.
  • Ability to engage employees, prioritizes work for staff and self, and manages time.
• Skill in identifying short- and long-term problems, strengths and weaknesses of current practices, alternatives, and implementing creative solutions to address complicated issues.
• Ability to manage budgetary matters at both high oversight and detailed analysis level.
• Knowledge of federal regulations related to sponsored funding for educational institutions.
• Working knowledge of electronic proposal submission systems, i.e., NIH commons, FastLane, Grants.gov, NSPIRES and GMS.
• Understanding of general accounting principles and practices.
• Ability to analyze data to project revenues and expenditures.
• Able to work in a team and embrace a hands-on approach to management.
• Capable of demonstrating confidence and assertive diplomacy in sensitive situations.
• Knowledge and understanding of JHU’s mission, policies and practices in budgeting, finance, human resources, sponsored projects preferred.
• Excellent skills in the use of Microsoft software applications such as Excel, Word, PowerPoint and Outlook.
• Knowledge and experience using enterprise-wide systems such as SAP and other systems for proposal submission (Coeus) and effort reporting (ERS).
• Ability to model professional behavior that will promote positive interaction between co-workers and customers to achieve a higher level of service, increase office productivity and improve the public image of the institution.

Supervisory Responsibility:

• Budget Analyst, Non-exempt
• Sr. Financial Analyst, Exempt
• Sr. Grants and Contracts Analyst, Exempt
• Communications Specialist, Exempt

Budget Authority:

• $22M-$23M, This position is responsible for the primary management decisions.

Classified Title: Administrative Manager
Working Title: Administrative Manager - IDIES
Role/Level/Range: ATP/04/PD
Starting Salary Range: $59,870 - $82,250 annually (commensurate with experience)
Employee group: Full Time
Schedule: M-F, 8:30 am - 5:00 pm
Exempt Status: Exempt
Location: ​​​​​​​Homewood Campus
Department name: ​​​​​​​Physics and Astronomy
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.

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