Job Information
Johns Hopkins University Administrative Manager in Baltimore, Maryland
The Department of Pharmacology and Molecular Sciences seeks an Administrative Manager to lead and direct its administrative and operational activities on a day-to-day basis. The position will work in close collaboration with the Interim Director (then the permanent director when appointed) and Financial Manager to achieve short- and long-term initiatives and goals for teaching and research. The position requires continuous quality improvement and a customer service-focused approach to provide leadership focused on maintaining a climate that supports faculty, staff, students, and the larger Johns Hopkins community.
The Administrative Manager will have direct responsibility over departmental and administrative related items, human resources, and compliance. Works cooperatively with leadership to promote growth. Provides guidance to faculty and staff on business practices and plans to achieve desired outcomes both in terms of daily operations and sponsored projects. Interface with Pharmacology leadership and members of university administration to ensure that administrative policies, processes, and controls are properly designed, implemented, and adhered to. This position requires exceptional communication skills as well as the ability to build and maintain effective relationships both internal to JHU and externally.
Specific Duties & Responsibilities
Strategic Planning
Partner with the Department Director to formulate overall planning for growth and viability.
Work under the direction of School of Medicine (SOM) leadership to assure incorporation of new advances and technological initiatives in research and education.
Participate in short- and long-range planning for evaluation of new and existing research and educational programs, assessment of facility requirements, funding, and staffing needs, as outlined by the SOM strategic planning process.
Organizing & Implementing
Maintain a sound management structure, utilizing appropriate operating policies, procedures and staffing to meet the operational needs of the department.
Collaborate with the departmental Financial Manager to support the development and preparation of annual budget.
Develop standards of performance for departmental activities, monitor performance and implement corrective actions as necessary.
Update departmental website.
Plan, manage and execute other special projects as assigned.
Managing
Monitor accomplishment of agreed-upon objectives for the administration team. Where appropriate, institute corrective actions including reallocating resources, reprioritizing, and/or recommending modifications/variance to established plans or budgets.
Monitor use of resources for the overall department, as assigned.
Establish administrative practices for the department that guide the actions of managers and supervisors and provide guidelines for decision making, ensuring compliance with university directives and Federal and State laws and regulations.
Assign space utilized by faculty and staff and assist in future space planning in conjunction with the School of Medicine.
Manage departmental research equipment needs to support research programs and initiatives.
Climate Setting & Leadership
Conduct oneself in a manner to achieve results in a way consistent with organization values and to provide constructive examples for others to do likewise.
Establish timely and effective communications with all Pharmacology constituents to keep them aware of important information and to receive information and feedback from them.
Maintain an active role in the JH community as a representative of Pharmacology. Represent the organization to both internal and external constituent groups in such a manner as to enhance the image of the SOM and to further its objectives. This may include assignment on University-wide committees.
Develop positive employee relations and communications through consistent interaction with all employee groups.
Quality Assurance/Improvement
Monitor compliance with policies and procedures. Monitor current protocols, and develop new protocols if needed, ensuring compliance with university directives and Federal and State laws and regulations.
Establish and monitor service delivery standards for Pharmacology that are sensitive to faculty, staff, and student needs; and which ensure the effective day-to-day operations of the Institute.
Act as an administrative liaison to ancillary services, such Facilities and Design and Construction.
Assess and periodically updates the status of infrastructure in Pharmacology that supports research, teaching, and develops plans for maintaining and improving resources, including computing, communications, and academic support.
Human Resources Management
Direct the overall human resources and organizational development goals of the department, ensuring that all personnel management functions are successfully performed, including recruitment and retention, employee relations, grievances, employee onboarding, career development, and the equitable administration of compensation programs.
Ensure that all human resources activities are carried out consistent with university personnel policies.
Manage annual performance process for the administrative team, including goal setting and performance appraisals.
Mentor and develop staff and implement progressive counseling and corrective actions as necessary.
Manage all relevant administrative processes, including time sheet approval, non-research effort forms, new hire requisition initiation/approval, personnel records management and faculty recruitment.
Collaborate with Central HR when specialized support is needed in the areas of employee relations, compensation, recruitment, Visa issues and leave/records management.
Support faculty growth and productivity and assist with faculty recruitment, retention, and promotion actions.
Supports faculty recruitment and retention efforts for the department, including oversight of the administrative faculty appointment process, annual reviews and promotional document preparation. May also support faculty onboarding efforts, at the request of Department Director.
Oversees the management of all recruitment and payroll issues for faculty and staff in the department.
Financial Management
Collaborate closely with the Financial Manager, who reports directly to the Pharmacology Department Director.
Collaborate with the Financial Manager to project salary support on a continuous cycle to alleviate funding gaps by addressing potential shortfalls as far in advance as possible.
In collaboration with the Financial Manager, review, approve, and monitor shopping carts, invoices, online payments, reimbursements and wire transfers. Oversees and ensures accurate information is in SAP and that bills are paid, and funds applied appropriately.
Other duties as required.
Special Knowledge, Skills, & Abilities
On a regular and continuous basis, exercises independent judgment and assumes responsibility for decisions, consequences, and results having an impact on people, costs, and quality of service both within and external to the Department.
Customer service experience is a plus.
Demonstrated knowledge and experience of funds accounting.
Ability to manage human resources-related details, with general knowledge of compliance regulations.
Demonstrated capacity for leadership, as well as the ability to supervise and train staff and effectively interact with all levels.
Strong oral and written communication skills, attention to detail and focus on organization.
Commitment to work collaboratively to achieve common goals.
Supervisory Responsibility
- All Pharmacology staff (4).
Minimum Qualifications
Bachelor's Degree in business, Finance, Accounting or other related field is required.
A minimum of five years progressively responsible professional-level administrative or financial experience related to monetary or non-monetary resources of a department, center, or unit is required.
Education 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: Administrative Manager
Role/Level/Range: ATP/04/PD
Starting Salary Range: $62,300 - $109,000 Annually ($70,000 targeted; Commensurate with experience)
Employee group: Full Time
Schedule: 5 Days Week / 8:30 - 5:00 PM
Exempt Status: Exempt
Location: Hybrid/School of Medicine Campus
Department name: SOM Pharm Pharmacology
Personnel area: School of Medicine
Equal Opportunity Employer:
Johns Hopkins University is an equal opportunity employer and does not discriminate on the basis of race, color, gender, religion, age, sexual orientation, national or ethnic origin, disability, marital status, veteran status, or any other occupationally irrelevant criteria. The university promotes affirmative action for minorities, women, disabled persons, and veterans.