Administrative Manager

Administrative Manager

The Johns Hopkins Biomedical Engineering (BME) is an interdisciplinary department with affiliated centers and institutes that are part of a joint collaboration effort between the Whiting School of Engineering (WSE) and the School of Medicine (SOM). The Department’s mission is to improve health through excellence in research and education at the interface of engineering, biology, and medicine.

The Administrative Manage Administrative Manager is responsible for ensuring workflow efficiencies within the Department of Biomedical Engineering and its affiliated Centers, as well as primary supervision over the administrative staff. This position will be responsible for managing high-level projects, maintaining budgets and overseeing staff development. The Administrative Manager will work closely with center directors and report directly to the Sr. Administrator of the department.

Specific Duties & Responsibilities:

Administrative

• Partner with the Sr. Administrator and Departmental/Center Leadership on the coordination and completion of various strategic initiatives.

• Supervise performance of direct and indirect administrative/support staff, conduct performance reviews and salary administration in close collaboration with Sr. Administrator, provide ongoing and constructive feedback, identify professional development opportunities, and establish a culture of matrixed management (the practice of managing individuals with more than one reporting line). Act as liaison with Departmental and Central Human Resources for any disciplinary action.

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

• Oversee staff workload and responsibilities; prioritize and direct work efforts. Create coverage plans across all our units and campuses that ensure completion of priority projects and events.

• Review and approve all administrative/support staff leave and overtime. Oversee and maintain compliance of the E210 attendance system. Stay apprised of payroll and HR deadlines.

• Assist with recruitment and retention of administrative staff. Prepare new and update existing administrative staff position descriptions as needed to remain current with the needs of the offices. Develop staff job descriptions for new hires and restructure current job descriptions for upgrading of staff position as needed. Work closely with Departmental and Central Human Resources for appropriate grading, salaries and posting of hiring requisitions. Conduct interviews and make recommendations for hire.

• Recruit, hire, train, and supervise student workers and interns.

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

• Develop new administrative policies and procedures as needed to ensure smooth operation of the units. Make recommendations to Sr. Administrator in the form of decision options. Disseminate information as needed to faculty and staff.

• Serve on cross departmental teams to develop new workflows and procedures.

• Serve as a liaison to the space management committee, identify space needs, and manage moves and placement of staff. Maintain space and equipment inventories for compliance with JHU and governmental guidelines. Complete space audit for F&A calculations. Approve non-departmental use of department-controlled space.

• Grant building access via J-Card system. Ensure secure storage for departmental keys; oversee tracking process of keys issued to department personnel.

Financial

• Provide strategic fiscal planning, management, and oversight of assigned departmental and center budgets (non-sponsored operating, discretionary, gift/endowment, and salary).

• Review monthly statements of account activity, verify expense allocation, identify and process payroll and non-payroll transactions to correct or resolve discrepancies, project expenses and inform the Sr. Administrator of any problems or discrepancies. Close out all terminated accounts, reconcile ledgers, and ensure account balances are zero.

• In partnership with the Sr. Administrator and financial staff, participate in the development of annual operating budget(s) for submission to the school. Assist with departmental budget analysis and evaluation.

• Develop strategies with the Sr. Administrator and center director(s) for establishing and utilizing non-sponsored funds for the preservation of the teaching and research missions.

• Supervise all aspects of non-sponsored financial budget development including but not limited to developing and overseeing staff who compile materials in support of this process.

• Develop and maintain various computerized management systems with spreadsheets and databases to assist with this process. Design and produce various computerized monthly, quarterly, and annual reports as requested.

• 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.

• Provide guidance and training on Center, Department, School, and University policies and procedures. Ensure all required training is completed.

• Facilitate the creation of consultant contracts and engagement with independent contractors.

Special Knowledge, Skills & Abilities:

• Ability to supervise, lead, and train administrative staff; ability to work on multiple projects at the same time.

Level of Independent Decision Making:

Budget Authority:

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.

Preferred Qualifications

Master's Degree preferred, or equivalent years of experience required.

Classified Title: Administrative Manager
Role/Level/Range: ATP/04/PD
Starting Salary Range: Commensurate with experience
Employee group: Full Time
Schedule: Hybrid
Exempt Status: Exempt
Location: Homewood Campus
Department name: Department of Biomedical Engineering
Personnel area: Whiting School of Engineering

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 Talent Acquisition 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.

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