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Sr. Administrative Manager
Sr. Administrative ManagerJohns Hopkins University • Baltimore, MD, US
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Sr. Administrative Manager

Sr. Administrative Manager

Johns Hopkins University • Baltimore, MD, US
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Sr. Administrative Manager

We are seeking a Sr. Administrative Manager for the Institute of NanoBioTechnology (INBT) at the Whiting School of Engineering, Johns Hopkins University. INBT is an exceptionally diverse, multidisciplinary team of faculty and students dedicated to discovering, designing, and delivering breakthroughs at the interface of nanoscience and living systems. For over 15 years, INBT has brought together experts from the Whiting School of Engineering, School of Medicine, Bloomberg School of Public Health, Applied Physics Laboratory, and Krieger School of Arts and Sciences to undertake transformational, collaborative discovery.

The Sr. Administrative Manager is responsible for overall administrative, financial and / or operational management for a large and complex department typically with activities on multiple sites and / or multiple service lines. This position provides strategic direction and day-to-day oversight of administrative and financial matters. Areas of focus include finance; human resources; academic, research or clinical operations; compliance; infrastructure matters. The Sr. Administrative Manager is responsible for most or all the following : staff supervision and performance management; HR support for direct and indirect reports; budget management and administration; oversight of financial functions and processes; facilities / space management oversight; operational activities of a clinical or academic / research department.

Specific Duties & Responsibilities

Financial Management

  • Provide oversight for the development, preparation, monitoring, projections, and reconciliation of budgets (clinical revenue, general funds, research, gift, discretionary account, etc.).
  • Ensure the accuracy of monthly account statements.
  • Oversee preparation of various forms, journal entries, vouchers, system transactions, electronic budgets, and expenditure transactions.
  • Oversee the procurement process for all assigned accounts.
  • Oversee maintenance of accurate records and preparation of documents and timely response to audit requests.
  • Advise leadership on resource needs and financial risks.
  • Develop, update, and amend departmental financial processes and policies.
  • In partnership with the department leadership develop annual operating budget(s) and five-year plans.
  • Provide detailed analysis, evaluation, and projections to support strategic plans.
  • Develop and maintain various finance management systems.
  • Design and produce various monthly, quarterly, and annual reports used for strategic planning.

Administration

  • Oversee the planning, production, and execution of key events and other activities.
  • Mentor staff and provide support for training.
  • Monitor staff workloads, prioritize work efforts and advocate for additional resources as necessary.
  • Responsible for the coordination, implementation, and completion of various strategic initiatives.
  • Supervise performance of direct and indirect professional / support staff, conduct performance reviews and salary administration.
  • Develop administrative policies and procedures needed to ensure smooth operations.
  • Manage space and facilities issues.

    • Human Resources

  • Work with departmental Human Resources support to establish and promote growth opportunities within the area, maintain equity, consistently apply policies and procedures, establish a positive working environment, and minimize staff turnover.
  • Work with appropriate HR resources to determine and implement solutions that address non-routine HR problems promptly.
  • Support faculty and staff supervisors in human resources administration help develop staffing and personnel management plans, consult on hiring issues, assist with performance management issues and disciplinary actions, oversee salary planning.
  • Ensure that all human resources activities are carried out consistent with university personnel policies, e.g. goal setting and performance reviews, payroll actions, visa applications, time and attendance recording, onboarding, etc.

    • Operations and Program Management

  • Responsible for oversight of clinical, academic or research operations and programs.
  • Other duties as assigned.

    • Minimum Qualifications

  • Bachelor's Degree in Finance, Accounting, Business or a related field.
  • Five years of progressively responsible professional-level administrative or financial experience related to monetary or non-monetary resources of a center or unit within an academic, research, academic medicine, or comparable environment, e.g., planning, directing, monitoring, organizing, and controlling monetary and non-monetary resources.
  • Supervisory experience.
  • Additional education may substitute for required experience, and additional related experience may substitute for required education beyond a high school diploma / graduation equivalent, to the extent permitted by the JHU equivalency formula.

    • Preferred Qualifications

  • Master's Degree in a related field.

    • Technical Skills and Expected Level of Proficiency

  • Budgeting - Advanced
  • Financial Administration - Advanced
  • Financial Documentation and Reporting - Advanced
  • Financial Policy - Advanced
  • Human Resources Management - Advanced
  • Operational Oversight - Advanced
  • Oral and Written Communications - Advanced
  • Regulatory Compliance - Advanced
  • Strategic Planning - Advanced

    • The core technical skills listed are most essential; additional technical skills may be required based on specific division or department needs.

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