We are seeking an Administrative Manager who will serve as the lead for the Department of History of Medicine, the Department of Art as Applied to Medicine, and the Center for Functional Anatomy & Evolution within the Basic Science Consortium of the School of Medicine. This leadership position will report to the Department/Center Directors and Basic Science Administrator and will bring high-level experience in financial, academic, administrative, and strategic planning to anticipate existing and novel revenue streams. The Administrative Manager will also partner with Basic Science Shared Resources.

Duties and Responsibilities

Strategic Planning

• Partners with the Directors to coordinate and oversee strategic, operating, and tactical planning process to ensure that the Department has clear goals and measures of success, in conjunction with overall Department/Center and SOM priorities.
• Works with Directors to evaluate existing programs and the need for new programs; Evaluates and recommends facility and space needs as well as staffing requirements.
• Assists in the development of new programs with internal and external collaborators to ensure goals and standards are achieved; Monitors program performance and implements corrective actions as necessary in conjunction with the Directors.
• Acts as primary liaison between departments, SOM leadership, and other JH entities in resource negotiations.

Managerial Responsibilities

• Schedules administrative and academic staff to ensures appropriate coverage; Monitors attendance.
• Interviews, hires and trains new administrative and academic staff as appropriate; Supervises staff performance.
• Manages performance; onboards and develops staff; Implements progressive counseling and corrective actions as necessary.
• Conducts annual performance appraisals of administrative staff; Sets annual performance goals; Measures productivity and evaluates effectiveness through auditing processes.
• Develops staff performance standards and provides feedback to staff.
• Provides coverage solutions during staff absence or turnover.

Climate Setting and Leadership

• Conducts self in an exemplary professional fashion to achieve goals and set example for others within the Departments/Center.
• Establishes communication channels with staff, faculty, and senior leadership to ensure information on internal and external issues which affect the operations of the area is received.
• In conjunction with the Directors, and other senior leadership, formulates overall tactical planning for growth and viability; Develops new administrative policies as needed to ensure smooth operation in the Department/Center.
• The incumbent should demonstrate the ability to be a visionary, critical thinker who is adaptable, flexible and nimble.
• Cultivate strategic partnerships with internal and external stakeholders.

Financial Skills & Competencies

• Well versed in annual operating and capital planning process.
• Able to run, analyze and interpret financial data for monitoring, tracking and providing variance explanations.
• Strong business acumen necessary to develop business plans that align to strategic priorities.
• Working knowledge for navigating enterprise–wide Business Systems such as SAP, COEUS, Epsi, etc.
• Solid technical skills using the Microsoft Suite of Products with heavy emphasis on and expertise in Excel.
• Prepares and provides standard monthly, quarterly and annual electronic financial reports to the Directors.
• Prepares and provides ad hoc financial reports to the Directors.
• Assists Directors in strategic planning and special projects.
• Assists Directors and other School leadership in the development and tracking of business plans.
• Develop strategies with the Directors for establishing and utilizing discretionary funds for the Department/Center’s teaching and research missions.
• Partner with the Finance Office to manage all non-sponsored financial lines of business (operational, gift/discretionary, Startup, BDP and endowment) and provide comprehensive reporting of all department financial and expenses activities.
• Reviews all expenses in non-sponsored and sponsored accounts.
• Analyzes, develops, controls and reports budgets for discretionary expenses.
• Oversees spending decisions and monitors the monthly reconciliation reports for all non-sponsored and sponsored accounts; coordinates the processing of cost transfers as needed.
• Communicates with internal university offices such as the Business Office, Purchasing, Accounts Payable, Accounts Receivable and other Shared Services and relays information to the team for compliance.
• Oversees the processing of EFORM and salary distribution changes for faculty and staff.
• Manages the capital acquisition process and on-going equipment inventory changes.
• Monitor the transfers of tuition revenue and other institutional payments, address adjustments to MOUs with JH entities as appropriate.

Human Resources and Administration

• Partners with Human Resources and Directors to develop and implement plans for the overall human resources and organizational development goals of the departments, ensuring that all personnel management functions are successfully performed, including recruitment and retention, employee relations, grievances, training orientation, separations, career development and the equitable administration of compensation programs.
• Oversees the processing of all hires, job changes, terminations, leave of absence, and pay changes for faculty, postdocs, staff, and students.
• Manages time sheet approval and effort forms.
• Work with HR to create and direct requisition activity and hires.
• Ensures faculty recruitment activities are consistent with Standard Operating Procedures; Works with critical hires to ensure successful transition to the Baltimore area.
• Assesses staffing needs and recommends solutions; recommend adjustments to workload structure for enhanced efficiencies when appropriate.
• Ensures compliance with all appropriate HR policies to include Faculty and Fellows.
• Develops excellent working relationships with Human Resources; Ensures that all departmental human resource activities are carried out consistent with University personnel policies and develops new administrative policies as needed.
• Identifies goals and objectives as they relate to staffing needs, job descriptions and assures compliance with institutional policies.
• Responsible for maintenance of departmental personnel records as they relate to work history and professional development of each staff member and postdoctoral and other students; Assures confidentiality and compliance with policy.
• Assists with the recruitment and retention of faculty; Coordinates faculty appointments, annual reviews, and promotional documents.
• Prepares justifications and summaries for staff promotion packages.
• Refers employees to appropriate resources such as the Staff Assistance Program, Risk Management, and advises on training programs available through Talent Management, Organization Development.

Research Responsibilities

• Ensures effectiveness of research operations within the Department/Center.
• In collaboration with ORA and SPSS, manages the pre-award proposal preparation and submission for all department faculty, postdocs, and students.
• Maintains an understanding of sponsored funding administration including guideline interpretation, budget development, and animal and human subjects' approval, as appropriate.
• Oversees post-award financial management, award changes, and award closeout.
• Develops and oversees strategic alliances with peer personnel in associated business entities.
• Reviews non-sponsored and sponsored expenses in support of research operations and increases productivity to improve operating budget performance.
• Monitors faculty, fellows and staff for effort expended on research grants and contracts and oversees salary distribution on accounts.
• Provides overview of the current research projects for PI’s, when needed (Monthly/Quarterly).
• Ensure lab safety protocols are in place and followed in labs; oversees the coordination of annual safety inspections.
• Ensure lab faculty and staff are current and up to date on required safety training.
• Work with Director to assign and manage department space.
• Work with Basic Science Operations Manager to ensure space is properly allocated with SOM databases.

Student Program Responsibilities:

• Oversees the management of all student and fellow recruitment programs and work with HR to resolve any payroll issues;
• Oversees the administrative management of the Departmental Graduate Programs by the Coordinators;
• Manages the submission of Departmental Graduate Aid for all students;
• Assist students with the submission and post-award financial oversight of fellowship grants;
• Manage spending and reconciliation of annual student discretionary/research funds and conference travel;
• Facilitates the credentialing approval and onboarding of domestic and international visiting students and research trainees;
• Provide guidance and recommendations to Directors related to course planning and faculty teaching/mentoring equity.

Marketing and Development:

• Work with Development to track and cultivate past postdocs, faculty, and/or friends of the Department/Center;
• Work with Directors and Director of Development to prioritize department/center’s fundraising goals;
• Advise Marketing and Communications of recent faculty awards, major publications, news requests; Work with staff to keep website and social media current;
• Provide oversight of production of newsletters, brochures, correspondence, seminars, and other event materials.

Core Facilities and Service Centers:

• Develop business plans for core facilities and/or service centers;
• Establish and/or review annual rate schedules;
• Oversee iLabs and service center billings;
• Monitor cores and service centers for compliance;
• Work with core directors to implement new technologies as needed.

General Administration:

• Monitors, evaluates and implements business practices and procedures to support the day-to-day operational needs of the Departments/Center; Analyzes and implements staff structure, capabilities and development to meet the current and future needs of the program; In conjunction with the Directors, ensures goals are met;
• Assess staffing needs and issues; Supervises staff as appropriate; Assists faculty with human resources issues including hiring/firing, discipline, time sheet approval and other matters; In conjunction with the Directors, participates in fund raising initiatives;
• Maintains accurate inventory of space and equipment; With Directors, assigns available space and assists in future space planning as it relates to organizational operations; Oversees any renovation or space maintenance projects;
• Represents the organization to both internal and external constituent groups in such a manner as to enhance the image of the Department/Center and to further its objectives;
• Communicates with senior leadership within the Department/Center and other constituencies to keep them aware of important Johns Hopkins Medicine and University information;
• Manages end-to-end event planning, including travel logistics for visitors, new vendor management, space reservations, catering, security, AV/tech support, marketing, day-of logistics, and post-event payments/reimbursements;
• Provide faculty with adequate administrative support;
• Oversee the creation of shopping carts, invoices, online payments, reimbursements, and wire transfers (domestic and international). Oversees and ensures accurate information is in SAP and funds applied correctly;
• Ensure Pcard policies are followed, proper documentation is maintained, and allocations are being processed in a timely manner;
• Ability to run key reports, ability to interpret data, analyze reports and make financial decisions;
• Ensures that staff and faculty understand and comply with all JHU purchasing requirements concerning vendor selection criteria and price justification;
• Oversee the on-boarding of new faculty, postdocs, and students;
• Supervise postdoctoral fellow recruitment and maintenance process;
• Monitor and facilitate enhancements of department digital records and policy/procedure documentation.

• 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 ofa 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.

• Master’s Degree preferred. MBA highly desired.

Classified Title: Administrative Manager 
Role/Level/Range: ATP/04/PD  
Starting Salary Range: $62,900 - $110,100 Annually ($90,000 targeted; Commensurate with experience) 
Employee group: Full Time 
Schedule: M-F 8:30am-5pm 
Exempt Status: Exempt 
Location: Hybrid/School of Medicine Campus 
Department name: ​​​​​​​SOM History General Administration  
Personnel area: School of Medicine