Administrator

Job Req ID: 114583

Administrator

We are seeking an Administrator of the Advanced Academic Programs (AAP) Administration division who will play a key leadership role in the administrative management of this major unit within the Krieger School of Arts and Sciences. Through collaborative engagement and/or direct oversight for all operational management of AAP, including (but not limited to) personnel management, fiscal management and planning, human resources and faculty appointments, and student and academic support systems, this position ensures that these critical functions operate seamlessly within divisional and institutional policies and procedures. Reporting directly to the Director of Administrative Operations for the Krieger School, this position partners with divisional and AAP leadership to develop the strategic direction for the organization and to institute and maintain AAP's goals and objectives. This position will actively collaborate with division-level functional areas within the Krieger School of Arts and Sciences, including the divisional business, human resources, and faculty affairs offices. The successful candidate will join a welcoming community that is inclusive, diverse and values the contributions and perspectives of individuals from all backgrounds.

Specific Duties & Responsibilities

Personnel Management

• Champion the importance and value of a diverse, equitable, inclusive, and respectful work environment.

• Promote and model a culture of exceptional service and support of the department's mission.

• Oversee all aspects of human resources administration, including staffing, employment and compensation issues, performance management disciplinary actions, and salary planning.

• Ensure that new staff, faculty, and students are onboarded with policies and procedures and communicate updates and changes in administrative policies as needed.

• Ensure that the skills and competencies of department staff address changing technology and needs.

• Manage student payroll administration and course assistant hiring.

• Oversee all faculty and program leader appointments and/or compensation. Execute payroll transactions as necessary.

• Oversee and maintain compliance with the web-based time and attendance system.

• Orient all new employees to the department; ensure all forms are properly filled out and submitted, and provide contact information for all necessary offices such as Human Resources, Parking, J-Card office, etc.

• Conduct annual reviews and provide ongoing feedback and constructive criticism. Prioritize and direct work efforts, providing guidance and direction. Conflict resolution. Responsible for strategic planning for future department staffing needs.

• Conduct administrative staff meetings, promote cross-training, and provide a forum for information exchange.

Financial and Administrative Management

• Oversee all finance and administrative operations, including space/facilities, human resources, and administrative support systems.

• Provide financial analysis and program planning support to the Associate Vice Dean. Collaborate with the Associate Vice Dean on long-term planning as well as analysis and resolution of short-term issues. Suggest solutions and implement decisions. Responsible for overseeing all financial and reporting aspects of AAP.

• Accountability for ensuring all applicable federal, state, and university regulations are adhered to in the day-to-day operations. Monitor awards for compliance with agency guidelines. Ensure that budgetary goals and objectives are met within audit compliance requirements, both internal and external to JHU.

• Oversee projections and analyze long-term trends in the total budget for the program, including analysis of expected changes in teaching, student enrollment, and faculty size and composition.

• Responsible for overseeing the development, preparation, and review of program operating budgets, including discretionary funds and gift and/or sponsored accounts. Advise the Associate Vice Dean on resource needs and financial risks facing AAP.

• Provide complex financial and other reports to the Associate Vice Dean, faculty, school, and University as well as outside agencies.

• Address complex financial management problems, audit questions, contracts, and management issues.

• Direct and supervise administrative and financial staff supporting the program goals.

• Direct the short-term and long-range activities of the program, including responsibility for financial and administrative operations, oversight of the program's human resources matters, academic support, internal communications, and space/equipment-related operations.

• Work with the Associate Vice Dean and department faculty to plan, execute, and recommend programs and policies that will ensure the achievement of strategic program goals and meet the program's financial needs.

• Represent the program at university and school-wide administrative meetings. Develop and implement strategies for improving the connectedness between AAP and other KSAS departments.

• Oversee general facilities operations and manage projects as needed. Serve as a resource and point of contact for facilities operational questions.

• Develop and promote policies and procedures to improve the operations of the program. Assess and periodically update the infrastructure in the program that supports teaching and develop a plan for maintaining and improving departmental resources, including computing, communications, and teaching support.

• Collaboratively manage aspects of the faculty appointment and visa processes.

• Execute travel course logistics, and vendor contracts, and ensure that travel courses have sufficient supplies to achieve course goals.

Special Knowledge, Skills, & Abilities

• Highly organized with attention to detail and ability to prioritize multiple responsibilities.

• Ability to work independently as well as part of a team in a high-volume environment, with particular attention to understanding the operational complexities of having staff working in various physical locations and/or in various modalities.

• Proficiency with databases/spreadsheets, JHU financial systems, and strong Excel skills.

• Strong knowledge of JHU policies and procedures.

• Effective written and oral communication skills.

Level of Independent Decision-Making

• Significant.

Minimum Qualifications

• Bachelor's Degree in Business, Finance, Accounting or other related field.

• Seven years progressively responsible professional-level administrative and financial experience related to monetary or non-monetary resources of a department, center, or unit, including 2 years financial management experience (e.g., planning, directing, monitoring, organizing, and controlling monetary and non-monetary resources). Supervisory experience strongly preferred.

• Master's degree in a related field may substitute for required experience, to the extent permitted by the JHU equivalency formula.

Preferred Qualifications

• Master's Degree in Business, Finance, Accounting, or other related field.

• Supervisory experience is strongly preferred.

• Knowledge of JHU as an enterprise.

Classified Title: Administrator

Role/Level/Range: L/04/LE

Starting Salary Range: $85,400 - $117,4750 - $149,500 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: AAP Administration

Personnel area: School of Arts & Sciences

Total Rewards

The referenced base salary range represents the low and high end of Johns Hopkins University's salary range for this position. Not all candidates will be eligible for the upper end of the salary range. Exact salary will ultimately depend on multiple factors, which may include the successful candidate's geographic location, skills, work experience, market conditions, education/training and other qualifications. 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/.

Education and Experience Equivalency

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 Completing Studies

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.

Background Checks

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.

Diversity and Inclusion

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/.

Vaccine Requirements

Johns Hopkins University strongly encourages, but no longer requires, at least one dose of the COVID-19 vaccine. The COVID-19 vaccine does not apply to positions located in the State of Florida. We still require all faculty, staff, and students to receive the seasonal flu vaccine. 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. This change does not apply to the School of Medicine (SOM). SOM hires must be fully vaccinated with an FDA COVID-19 vaccination and provide proof of vaccination status. 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