Administrative Manager

Job Req ID: 113352

Administrative Manager

We are seeking an Administrative Manager of the Department of English, who will play a key leadership role in the administrative management of the department, providing strategic direction, enhancement, and guidance on financial, human resources, academic, compliance, operations, and infrastructure matters. 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 about administrative functions and proactively representing the department. The Administrative Manager is directly responsible for financial, administrative, and operational activities within the department including staff supervision and performance management; non-sponsored and sponsored budget management and administration; faculty, staff, and student payroll; p-card management and administration; graduate aid distribution; facilities management oversight; faculty appointments and search administration; and academic affairs oversight.

Specific Duties & Responsibilities

Performance Management (10%)

• Conduct interviews and make recommendations for hire for key staff positions.

• Oversee and manage the staff hiring process from requisition through onboarding.

• Strategic planning for department administrative staffing.

• Conduct performance evaluations and salary administration for direct reports; provide ongoing feedback and constructive support; initiate salary/HR-related ISR transactions.

• Supervise time and attendance for direct reports.

• Oversight for staff termination process (voluntary and involuntary terminations).

• Administrative management of positions in the department (documentation and codification of position descriptions and duties), manage all positions using the OMT system.

• Provide support for training and development of staff; direct staff training as necessary.

• Prioritize and direct work efforts as necessary.

• Conflict resolution.

• Notify staff of human resources-related information and changes (benefits, holiday/university closures, safety, policy manual updates, etc).

Financial Administration (45%)

• Provide strategic fiscal planning, management, and oversight of all departmental budgets.

• Proactively prepare for and participate in the annual budget review meeting with the Dean's Office financial leadership and staff.

• Monitor, utilize, and develop strategies for the use of departmental and inter-departmental endowment and gift accounts, ensuring that accounts are used in alignment with donor intent.

• Through routine monitoring, identify and resolve budgetary discrepancies involving non-sponsored budgets, initiate expense transfers in SAP.

• Reconcile all budgets monthly.

• Process graduate student disbursement of tuition, stipend, health insurance fee, and matriculation fee for graduate students.

• Independently review and vet requests for expense reimbursement from faculty, graduate students, and staff; enter and submit expense reports for approval.

• Process reimbursements for all qualified non-employees for honoraria and travel expenses, through non-employee expense reports.

• Coordinate necessary paperwork for independent contractors, initiate payment requests per approved agreements.

• Order all supplies via shopping cart and other external sources.

• Independently review all invoices; enter and submit online payment requests for approval.

• Create purchase orders.

• Review, allocate, and approve procurement card and Central Bill Travel Card transactions to the appropriate budgets.

• Process checks deposit forms; submit checks to Dean's Office for deposit.

• Liaise with the KSAS Dean's Office Research Integration Team for all sponsored activities as appropriate.

• Review, verify, allocate, and approve expenses on all sponsored budgets within the department.

• As applicable, develop and maintain supplemental or shadow tracking reports for internal JHU faculty awards to ensure the accounts are not overspent.

Appointment and Payroll Administration (30%)

• Manage, initiate, and monitor payroll within SAP for all faculty, fellow, staff, and students within the English Department.

• Determine sources of, and process payments for, stipend support for English Department graduate students.

• Prepare forms and collect required backup for faculty appointments and reappointments.

• Approve hourly paid student employee hires in TimesheetX; review and approve timesheets.

• Initiate and complete electronic forms with the Office of International Services for incoming international faculty, graduate students, and visiting faculty.

• Onboard all new hires.

Administrative Support (15%)

• Execute tasks in support of faculty searches including posting advertisements in appropriate publications, establishing an application portal in Interfolio, monitoring applications for completeness, and organizing on-campus visits by short-list candidates.

• Execute tasks in support of faculty promotions using appropriate tools in Interfolio as directed by divisional leadership.

• Manage facilities- and IT-related issues for the department.

• Assist with special events coordination.

• Prepare offices for visiting and new faculty before arrival.

• Manage and monitor department space to ensure proper use, upkeep, and repair.

• Liaise with the KSAS Facilities Team as necessary for large-scale projects.

Special Knowledge, Skills, & Abilities

• Knowledge of JHU as an enterprise including administrative, human resources, financial, student-related, and academic policies and procedures.

• Ability to work on multiple projects simultaneously and prioritize workload.

• Ability to work under time pressure.

• Effective communication skills (written and oral).

• Ability to work independently as well as part of a team.

• Ability to use standard software packages (MS Office suite and Adobe), SAP, SIS, Fibi, Interfolio, basic email system, and collaborative teamwork/messaging system.

Level of Independent Decision Making

• Significant

Physical requirements for the job

• Must be able to navigate in a standard office environment, including lifting cases of paper and/or carrying folding tables.

Supervisory responsibility

• One Sr. Academic Program Coordinator.

Minimum Qualifications

• 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 of a 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.

Preferred Qualifications

• A minimum of three years of supervisory experience.

• Demonstrated experience with financial analysis, financial reporting, budget development, and forecasting.

• Demonstrated experience in administrative management.

Classified Title: Administrative Manager

Role/Level/Range: ATP/04/PD

Starting Salary Range: $62,300 - $85,650 - $109,000 Annually (Commensurate with experience)

Employee group: Full Time

Schedule: Monday

• Friday, 8:30 am

• 5:00 pm

Exempt Status: Exempt

Location: Hybrid/Homewood Campus

Department name: English

Personnel area: School of Arts & Sciences

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 3-4 days a week