Classified Title: Sr. Administrative Manager
Working Title: Business Operations Director
Starting Salary Range: $68,456 - $94,063
Employee group: Full Time
Schedule: Monday through Friday
Exempt Status: Exempt
Location: 25-MD:JH at Columbia Center
Department name: 60000002-Office of the Dean
Personnel area: School of Education
The Johns Hopkins School of Education has just launched a new unit, the IDEALS Institute, focused on promoting high-quality early learning, developmentally appropriate care across the life-span, and impactful educational practices. This new unit is spinning-off from its previous affiliation with an existing multi-million-dollar portfolio of work to better position its expanding growth and impact in the field.
This unit is seeking a Business Operations Director to provide senior leadership and direct financial operational know-how and hands-on application as the leader of the organization's administrative, financial, human resources, and executive sponsor project management operations. The position is member of the organization's Leadership Team and reports directly to the center's Executive Director. There, the Business Operations Director collaborates on business partnership negotiations and strategic business planning. This position has high visibility and accountability with other operational units across the School of Education and University central administration offices, and regularly works with those areas on matters relating to operational finances and procedures.
This role is responsible for ensuring the smooth day-to-day running of the center. This position will develop and implement various administrative strategies and processes to improve the operations of the office. This position will manage and direct the work of the administrative staff which includes at present three-direct reports, with potential new hires forecast in the coming year.
Center Finance, Operational Management, and Administration Services:
This position is responsible for leading, performing, and directing the financial, operational administrative, and project management functions across the organization and ensuring processes are in place for demonstrating and communicating the organization's effectiveness to its sponsors and parent organizations in the on-going effort to secure future mission-driven funding and increased capacity for growth.
Specific Duties & Responsibilities:
Prepare detailed annual and 5-year budget projections for the organization's annual operating, grants/contracts submissions, discretionary/recurring revenue funding, and Shared Service budgets.
Lead the development of a cohesive forecasting and budget planning process for the organization, and develop appropriate administrative, staffing and operational plans in accordance with available budget.
Work closely with the JHU School of Education Business Office throughout the year on all Departmental accounting matters and provide various JHU University-wide financial and statistical analyses, reconciliations and other pertinent information as required by JHU and SOE Central Administration as well as directly with the external funders as needed.
Establish guidelines and provide recommendations for budgetary and administrative processes such as expense processing and related GL postings, appropriate use of budget dollars and acceptable thresholds for spending in certain areas, etc.
Prepare interim and year-end grant/contract financial statements.
Responsible for the annual accounting maintenance, reconciliation and year end closing and reporting of all organizational accounting.
Analyze complex financial data and extract and report relevant information for the diverse operating areas within the organization.
Interpret data for determining past and future financial performance.
Analyze budget patterns and project expenditures.
Identify budget issues and provide alternative solutions for problem solving.
Develop and oversee the maintenance of expense and revenue budget monitoring systems.
Manage and/or create new operational and project management structures to support the new unit's organizational structure.
Implement and manage all purchasing and contracting procedures.
Develop and oversee operational procedures related to promoting productivity, employee satisfaction and engagement, and successful fulfillment of project deliverables.
Be the "go- to" source for all daily and long-range event and operational planning activities and has the authority to pull together the necessary financial, personnel and technology resources to achieve operational needs.
Analyze performance and evaluate business units' effectiveness and efficiencies.
Provide leadership, training and mentorship to all staff in various operating units throughout the organization on operational procedures per the unit, School, and University.
Has direct supervisory responsibility for a contracts specialist, grants project manager, and an office manager.
Additional future hires expected to include a financial analyst and/or a budget specialist.
Serve as the point of contact for the SoE Business and Human Resources Offices for coordinating all sponsored and non-sponsored activity, procedures and compliance.
Play a pivotal role in recruiting and supporting highly qualified and passionate professionals to align with our strategic directions and needs.
This position then coordinates the hiring process, review and renewal processes and disciplinary action and termination (where necessary) with the SoE Human Resources office. Additionally, this position will support the development and implementation of a new performance-based compensation model.
Participate in the personnel negotiation process by running financial analyses and models to project costs for salary increases and other employee benefit items impacting contract renewal decisions.
Ensure compliance with all applicable university, state, federal, and sponsor compliance requirements, including project reporting and invoicing.
Business Development and Strategic Business Planning:
This position is responsible for implementing and managing the infrastructure for pursuit of new business opportunities to sustain and grow the organization and serves as the trusted voice for analyzing new ventures from a feasibility and return perspective.
Develop rate structures and cost allocation methodologies for operating areas such as technology development, programmatic teams, professional development, and various Departmental units and other operating areas.
Prepare and manage all accounting entries and inter-entity transfers associated with the above areas and oversee Departmental service account maintenance.
Prepare or assist in preparing project proposals and proposals for new initiatives. Analyze financial implications of proposals and provide findings and guidance to Sr. Management.
Oversee all budget activity, establishing and implement guidelines and systems for budget preparation, reporting and monitoring.
Develop and/or monitor compliance with JHU financial policies and internal controls.
Cultivate relationships across the university and externally for business development purposes, including contacts within related operational areas like Tech Transfer, investment partners like the Business Round Table, and operational areas like the Research Administration.
Work closely with an expected Strategic Partnerships Director in this area.
Strategic Business Planning:
Analyze new business opportunities from a cost/benefit perspective and provide additional analysis if needed or required. Make recommendations and provide feedback to leadership and participate in decision making processes.
Create the governing outline of contract business terms for marketing rights, service support packages and start-up and implementation protocols.
This position then coordinates negotiation strategy and partner communications with representatives of the Office of General Counsel, Office of Technology Transfer and Research Projects Administration.
This includes identifying the proper contractual vehicles and resolution of contractual language barriers between JHU and the external partner.
Initiates and directs short and long-range program planning, including development of new programs and products, in consultation with the programmatic subject experts, to pilot and launch new initiative areas.
Evaluates existing programs and products for effectiveness and value; makes recommendations for improvement and/or modifications.
Proactively identifies emerging issues by researching "best practices", and develops recommendations for new business initiatives.
Maintain forecasting of revenue vs. expenses, by personnel and projected growth/contraction areas.
Business and Operational Practice Subject-Matter Expertise
The new center's work maintains a large focus on promoting Shared Service models to promote sustainable public policy through the reduction of ongoing costs for governmental funding and operational agencies. Additionally, the unit works directly with child care and education providers to implement financially sound business practices; a necessity as we seek to promote access to high-quality care and education. Children cannot access if the program goes out of business. As such, the ideal candidate will serve as a resource for helping to promote effective business practices to share with programs and state administrators and will also serve to talk with state leaders about potential cost-benefits to implementing system-level shared service models.
Level of Independent Decision Making
Very High. This position independently negotiates contract terms with partners, clients, sub-grantees and vendors. Independently meets with executive level sponsors to assess project progress, risks and resources and can make commitments for follow up plans, scope and deadline changes and budget changes. This position works collaboratively with all members of the leadership team, and directly interfaces with all members of the organization.
Internal and External Contacts
Very High. This position routinely meets with executive sponsors within JHU, governmental leaders and sponsors, CEO's and Presidents of national and community organizations and leaders in the related field of care and education.
Minimum Qualifications (Mandatory):
Bachelors Degree in Accounting, Business, Management or Finance.
Five years progressively responsible professional-level administrative or financial experience related to monetary or non-monetary resources of a department, center or unit.
Special Knowledge, Skills, and Abilities:
Knowledge of JHU and MSDE, Federal, State and Local operations and budget cycles helpful
Must possess strong leadership and interpersonal skills, and emotional intelligence as demonstrated by a personal style which facilitates collaborative relationships while effectively project managing
Must be comfortable working in a matrixed environment, but with clear lines of accountability and responsibility
Must possess excellent written and verbal communication skills and must be highly motivated, productive, and results oriented
Strong spreadsheet and database skills; with competency in the use of SAP and Microsoft Excel, Word, and PowerPoint required; familiarity with SmartSheet/project management software is ideal
Ability to multi-task and must be organized and project oriented
Financial planning experience and an analytical approach to problem solving are essential
Will demonstrate relevant analytical and decision-making managerial skills
Be willing to roll up sleeves, thrive in a start-up culture, and willing to pitch in as needed
Must want to make a difference and be cause oriented
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 firstname.lastname@example.org. 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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