Administrative Manager

Job Req ID: 113794

Administrative Manager

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

Total Rewards

The referenced salary range is based on Johns Hopkins University's good faith belief at the time of posting. Actual compensation may vary based on factors such as geographic location, work experience, market conditions, education/training and skill level. Johns Hopkins offers a total rewards package that supports our employees' health, life, career and retirement. More information can be found here: https://hr.jhu.edu/benefits-worklife/.

Please refer to the job description above to see which forms of equivalency are permitted for this position. If permitted, equivalencies will follow these guidelines: JHU Equivalency Formula: 30 undergraduate degree credits (semester hours) or 18 graduate degree credits may substitute for one year of experience. Additional related experience may substitute for required education on the same basis. For jobs where equivalency is permitted, up to two years of non-related college course work may be applied towards the total minimum education/experience required for the respective job.

Applicants who do not meet the posted requirements but are completing their final academic semester/quarter will be considered eligible for employment and may be asked to provide additional information confirming their academic completion date.

The successful candidate(s) for this position will be subject to a pre-employment background check. Johns Hopkins is committed to hiring individuals with a justice-involved background, consistent with applicable policies and current practice. A prior criminal history does not automatically preclude candidates from employment at Johns Hopkins University. In accordance with applicable law, the university will review, on an individual basis, the date of a candidate's conviction, the nature of the conviction and how the conviction relates to an essential job-related qualification or function.

The Johns Hopkins University values diversity, equity and inclusion and advances these through our key strategic framework, the JHU Roadmap on Diversity and Inclusion.

Equal Opportunity Employer

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.

EEO is the Law:

https://www.eeoc.gov/sites/default/files/2023-06/22-088_EEOC_KnowYourRights6.12ScreenRdr.pdf

Accommodation Information

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. For more information about workplace accommodations or accessibility at Johns Hopkins University, please visit https://accessibility.jhu.edu/.

Johns Hopkins has mandated COVID-19 and influenza vaccines, as applicable. The COVID-19 vaccine does not apply to positions located in the State of Florida. 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 upon 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.

Hybrid: On-site 1-2 days a week