Administrative Manager

Maryland, United States
$58,695 to $80,628 per year
15 Oct 2018
End of advertisement period
15 Dec 2018
Contract Type
Full Time

Role/Level/Range: ATP/04/PD 
Starting Salary Range: $58,695 to $80,628 per year
Employee group: Full Time 
Schedule: M-F, 8:30 a.m. to 5 p.m. 
Exempt Status: Exempt ​​​​​​​ 
Location: 01-MD:Homewood Campus 
Department name: 10001358-Earth and Planetary Science 
Personnel area: School of Arts & Sciences

General Summary/Purpose:

Position plays a key leadership role in the administrative management of the department, providing strategic direction, enhancement and guidance of the financial, sponsored project management, marketing, information technology, facilities, and 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.

Specific Duties & Responsibilities:

Performance Management:

  • Conduct annual reviews
  • Staff development
  • Provide ongoing feedback and constructive criticism
  • Prioritize and direct work efforts, providing guidance and direction
  • Conflict resolution
  • Motivate for higher collaboration and performance
  • Conduct interviews and make recommendations for hire

Human Resources Management:

  • Provide human resources support for administrative and lab/technical staff who are supervised by faculty in the department
  • Oversight for hiring and termination
  • Administrative support for indirect reports (documentation and codification of position descriptions and duties)
  • Support and/or effect conflict resolution
  • Liaise between faculty supervisors and human resources
  • Serve as point of contact for human resources-related questions from faculty, adjunct faculty,lecturers, and other non-tenure-track appointees
  • Work with new appointees to get them up and running with all JHU systems
  • Support human resources-related needs of faculty supervisors including hiring and termination of administrative and/or lab/technical staff
  • Complete human resource-related documentation for administrative and lab/technical staff
  • Offer support and/or resources for employee conflict resolution
  • Liaise between faculty supervisors and human resources offices (divisional HR, HRSS/Payroll SS regarding administrative and lab/technical staff
  • Answer questions from faculty, adjunct faculty, lecturers, and other non-tenure-track appointees
  • regarding human resources-related matters (benefits, holiday or university closures, safety protocols, policy manual updates, etc.)
  • Onboard new appointees

Financial Management:

  • Provide strategic fiscal analysis, planning, management, and oversight of all departmental budgets
  • Direct the maintenance, reconciliation, verification, allocation, and projection of departmental budgets
  • Review and recommend approval for all sponsored proposal budgets
  • Act as authorized signature of Chair
  • Develop strategic financial recommendations for the Chair
  • Review submitted proposals for sponsored funds and recommend for approval
  • Develop budget for annual budget meeting with KSAS Dean’s Office
  • Maintain accurate records and reports to ensure compliance with relevant policies.

Facilities Management and Lab Safety:

  • Provide strategic space planning
  • Serve as secondary building maintenance coordinator
  • Ensure proper security, safety, upkeep, renovations, and repair of all departmental areas on campus and the Camp Singewald property
  • Approve non-departmental use of department-controlled space
  • Oversight over all office and lab space use and needs, including information technology
  • Complete annual space audit for F&A calculations
  • Ensure needs of human and animal lab spaces are met
  • Work with department safety officer to implement lab safety protocols wherever lacking
  • Implement annual safety review and certification for continuing employees and students who work in lab spaces
  • Work with department safety officer to implement mandatory training procedures for new faculty, staff, and students who work in lab areas
  • Analyze current space usage; recommend changes as necessary
  • Serve as secondary maintenance coordinator
  • Liaise with appropriate campus offices to ensure proper safety and maintenance of department spaces on campus
  • Complete annual space audit for the department
  • Work with lab managers and appropriate campus offices to ensure that lab spaces function safely and properly
  • Ensure that safety protocols are in place and are being followed

Sponsored Projects Administration:

  • Advise and collaborate with Faculty and Research Staff in preparing detailed budgets and content for federal grant, contract, subcontract, and development proposals; work with funding agency when applicable to ensure requirements are met.
  • Provide professional support and guidance in the administration of grants, contracts and related funds to faculty and researchers.
  • Work as part of a team to complete activities related to research administration, pre and post award—including proposal development, preparation and submission, and post-award administration.
  • Research and stay current on sponsored projects regulations, external and internal policies and procedures governing the administration of grants and contracts, and serves as a resource to faculty and staff.
  • Utilize appropriate University and sponsor electronic systems to effectively manage and submit and/or report sponsored program activity.
  • Review and approve documents in a timely manner.
  • Ensure proposals are processed timely.
  • Ensure all expenditures are allocable, allowable and reasonable.
  • Make sure department is in compliance with University and sponsored policies.
  • Maintain and ensure complete, thorough, and accurate records.
  • Ensure that effort certification for the department is completed within deadlines.
  • Actively participate in the development, coordination, and implementation of research and administrative policies and procedures.

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 EPS faculty
  • Oversee the appointments of adjunct faculty and lecturers
  • Support the annual evaluation process of adjunct faculty and lecturers
  • Collaborate with professional teaching assistants and Academic Program Coordinator to make teaching assignments for professional TA’s
  • Understand academic issues of department’s graduate and undergraduate students
  • Provide support and guidance to Academic Program Coordinator as necessary to navigate areas of concern
  • Work with Academic Program Coordinator, DGS, DUS, and/or Department Chair to ensure that department adheres to established academic policies and procedures
  • Collect required information and documentation to support non-tenure-track appointment request; draft appointment request letter for chair’s signature; submit required materials to Dean’s Office
  • Prepare packets containing annual self-report, course evaluations, and previous year’s evaluation letter for annual review of adjunct faculty and lecturers
  • Coordinate teaching assignments for professional TA’s each semester

Academic Administration:

  • Provide overall management and leadership for the department: setting priorities, overseeing operations, providing financial oversight, recommending staff development, and advising faculty and students.
  • Delegate day-to-day administrative, operational, and financial duties as appropriate, including faculty searches.
  • Monitor, evaluate, and implement sound business practices and procedures to support the day-to-day operational needs of the department.
  • Monitor donor activity and report as needed. Manage communication outlets (website, newsletter, LinkedIn, etc.) to ensure donors, alumni and students are receiving departmental news.
  • In conjunction with the Chairman and Faculty, develop strategic plans for the future of the department and formulate overall strategic planning for growth and viability.
  • Support department morale activities.

Minimum Qualifications (Mandatory):

  • Bachelor’s degree required.
  • Five (5) years of financial experience preferably in an academic environment (three (3) of those years must be with supervisory experience).

Preferred Qualifications:

  • Master’s degree in business, finance, or related field preferred.

Special Knowledge, Skills, and Abilities:

  • Demonstrated experience with financial analysis, financial reporting, budget development, and forecasting required.
  • Demonstrated experience in administrative management.
  • Knowledge of JHU as an enterprise;
  • Supervisory and management skills;
  • Ability to work independently on multiple detailed projects at the same time; ability to prioritize workload and work under pressure to deadlines;
  • Excellent communication skills;
  • Ability to work as part of an administrative team;
  • Must be able to exercise good independent judgment; ability to identify, develop and execute strategic initiatives;
  • Excellent research and analytic skills;
  • Diplomatic interpersonal skills
  • Knowledge of JHU and federal 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, and facilities management

Technical Qualifications or Specialized Certifications:

  • Knowledge of MS Office suite (Word and Excel), email software (MS Exchange or similar), instant messenger software (MS Lync or similar), Adobe, internet browser, SAP, SharePoint, ISIS (self-service and production environments), Coeus, electronic calendaring system (Google calendar or similar), website content management software (SiteExecutive or WordPress or similar), Interfolio.

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 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.

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