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Administrative Manager

Employer
Johns Hopkins University
Location
Maryland, United States
Salary
Salary Not Specified
Posted Date
Apr 9, 2022

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Position Type
Faculty Positions, Business & Management, Management, Administrative, Academic Affairs, Academic Administration, Other Academic Affairs, Business & Administrative Affairs, Financial Affairs
Employment Level
Administrative
Employment Type
Full Time
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The William H. Miller III Department of Philosophy is seeking an Administrative Manager who plays a key leadership role in the administrative management of the department, providing strategic direction, enhancement and guidance of the financial, facilities, academic functions, and staff. The Administrative Manager fosters improvements in policies and procedures in the department and ensures efficient operations of all areas of the office.

Furthermore, the Administrative Manager maintains and nurtures effective communication and partnerships throughout the School and University by conferring with leadership on issues pertaining to administrative functions and proactively representing the department. The Administrative Manager is directly responsible for staff supervision and performance management; budget management and administration; faculty, staff, and student payroll; p-card management and administration; graduate aid distribution; facilities management oversight; faculty search administration; and academic affairs oversight.

In addition, the Administrative Manager provides administrative leadership, guidance, and support for the Programs in Women, Gender, and Sexuality and Medicine, Science, and Humanities.

Specific Duties & Responsibilities:

Performance Management

  • Conduct interviews and make recommendations for hire
  • Oversight and management for hiring requisitions
  • Strategic planning for department staffing
  • Performance evaluations and salary administration for direct reports; provide ongoing feedback and constructive support; initiate salary/HR-related ISR transactions
  • Supervise time and attendance
  • Oversight for staff termination process (voluntary and involuntary terminations)
  • Administrative management of positions in department (documentation and codification of position descriptions and duties)
  • Provide support for training and development of staff
  • Prioritize and direct work efforts as necessary
  • Conflict resolution
  • Notify staff of human resources-related information and changes (benefits, holiday/university closures, safety, policy manual updates, etc)

Human Resources Manager

  • Onboarding for students, postdoctoral fellows, and faculty
  • Serve as point of contact for human resources-related questions from faculty and other non-tenure-track appointees; liaise with Graduate and Postdoctoral Affairs as appropriate regarding student and postdoc personnel matters
  • Initiate all ISR transactions for all personnel in department
  • Initiate e-forms when labor distributions change
  • Enter hourly time into CATS for hourly employees
  • Maintain positions as necessary within organizational unit
  • Coordinate and manage appointments for non-tenure-track faculty in WGS and MSH, as appropriate
  • Ensure all required training is completed

Financial Management

  • Provide strategic fiscal planning, management, and oversight of all departmental and program budgets (non-sponsored operating, discretionary, gift/endowment, and salary)
  • Reconcile, verify, allocate, and project expenses on all budgets within the department and programs
  • Review all financial transactions; vet for accuracy; initiate appropriate financial transaction in SAP or Concur
  • Serve as SAP Concur Delegate for all personnel in Philosophy Department (also WGS and/or MSH faculty as appropriate); enter expense reimbursements on behalf of students, faculty, and staff
  • Identify and effect the resolution of budgetary discrepancies involving non-sponsored budgets; initiate expense transfers in SAP
  • Oversee internal expense allocations
  • Compile and review materials for sponsored submission; recommend approval for all sponsored proposal budgets; initiate system records for proposals and awards
  • Act as authorized signature of chair
  • Develop budgets in draft form for submission by chair

Student Payroll & Financial Aid

  • Initiate all ISR transactions for student payroll
  • Give instructions to new student employees regarding I-9 procedures and tax withholding forms; communicate with international students regarding special payroll concerns
  • Coordinate details and payroll arrangements for students
  • Initiate e-forms when labor distributions change
  • Enter CATS time entry for hourly paid students
  • Process work-study authorization forms as necessary
  • Enter graduate student financial support packages in DGA system annually and/or as changes are needed

P-Card & T-Card Administration

  • Verify and approve transactions for all p-card and t-card transactions in the department
  • Work with cardholder to ensure adherence to University policies
  • Initiate and/or approve non-payroll cost transfers to appropriately allocate transactions that may not have met the sweep deadline
  • Provide back-up documentation and explanation in response to ongoing audit requests from KSAS

Facilities Management

  • Provide strategic space planning
  • Approve non-departmental use of department-controlled space
  • Oversight over all office use and needs
  • Complete space audit for F&A calculations
  • Maintain secure storage for departmental keys; maintain accurate log of keys issued to department personnel
  • Grant building access via J-Card system

Faculty Searches & Appointment Processes; Tenure Review Support

  • Post advertisements in appropriate publications as well as on the JHU Jobs/HERC website
  • Establish online application interface with Interfolio.com; ensure that members of search committee have appropriate access to retrieve and review online applications
  • Monitor each application submitted for completeness
  • Develop itineraries for each interview candidate; coordinate and manage on-campus visit process
  • Communicate with applicants regarding committee decisions
  • Assist with compilation of AA/EOE data and preparation of preliminary and/or final reports for review by Chair and submission to Dean’s Office
  • Provide administrative support for tenure review and ad hoc committees through dossier management and other duties as required

Academic Affairs

  • Direct and provide guidance to Academic Program Coordinator when necessary regarding issues relating to graduate and undergraduate programs and activities
  • Ensure that student body needs are addressed
  • Ensure that department adheres to established policies and procedures regarding admissions, student, and course-related data/materials
  • Ensure that summer and intersession programs payments are made to faculty

Undergraduate-Related Financial Administration

  • Work with Academic Program Coordinator and undergraduate student leaders to ensure proper administration of their financial needs

General Office Administration

  • Support department activities
  • Distribute mail in absence of Academic Program Coordinator
  • Ensure that department’s common, administrative, and storage areas are organized, clean, and functional
  • Maintain and support maintenance of department’s website

Minimum Qualifications (Mandatory):

  • Bachelor’s Degree required plus five (5) years of financial experience preferably in an academic environment (three (3) of those years must be with supervisory experience).
  • Demonstrated experience with financial analysis, financial reporting, budget development, and forecasting required.
  • Demonstrated experience in administrative management.

* 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:

  • Master’s Degree in Business, Finance, or related field preferred.

Special Knowledge, Skills & Abilities:

  • Knowledge of JHU as an enterprise.
  • Supervisory and management skills; ability to work on multiple projects at the same time.
  • Ability to prioritize workload and work under pressure deadlines; ability to communicate effectively.
  • Ability to work both independently and as part of an administrative team; must be able to exercise good independent judgment.
  • Knowledge of JHU HR, administrative, financial, and academic policies and procedures as they relate to staff management, undergraduate and graduate students, sponsored awards, non-sponsored and gift/endowed funds, courses, and facilities management.
  • Knowledge of MS Office suite (Word and Excel), email software, instant messenger and video conference software, Adobe, internet browser, SAP, SharePoint/OneDrive, SIS (self-service and production environments), Coeus, electronic calendaring system, website content management software (WordPress or similar), Interfolio

Level of Independent Decision Making:

  • Nearly constant independent decision-making; consultation with Chair as necessary

Physical Requirements:

  • Normal office environment
  • May need to lift boxes or rearrange furniture on occasion

Supervisory Responsibility:

  • Supervise 1 FT employee

Budget Authority:

  • $6M (combined for operating, discretionary, gift, and salary budgets for Philosophy, Women, Gender, and Sexuality, and Medicine, Science, and Humanities)

Classified Title: Administrative Manager
Role/Level/Range: ATP/04/PD
Starting Salary Range: Commensurate with experience
Employee group: Full Time
Schedule: M-F 8:30-5:00
Exempt Status: Exempt
Location: Hybrid/Homewood Campus
Department name: Philosophy
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 at jhurecruitment@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. 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.

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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