Sr. Administrative Manager

Job Req ID: 114442

Sr. Administrative Manager

The Johns Hopkins Bloomberg School of Public Health Office of Information Technology, is recruiting an Sr. Administrative Manager who will be responsible for administrative, financial, and operational activities. Reporting to the BSPH IT Director, the Administrator provides high-level leadership, supports the Associate Directors and BSPH IT staff, and supervises the administrative staff for the office. This position may also oversee and direct the implementation of major projects, programs, and operational changes as required for business continuity and implementation of new university systems, policies, or procedures.

Specific Duties & Responsibilities

Staff Personnel Management

• Supervise the performance of 3 administrative staff, conduct annual performance reviews, provide ongoing feedback, direct work efforts, and provide guidance and direction.

• Support and work with BSPH Human Resources with HR processes and policies, creating requisitions for new hires, and perform other HR-related tasks, e.g., hiring, terminations, performance management.

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

• Orient all new employees to the department; provide onboarding information for orienting new employees.

• Responsible for strategic planning for future department staffing needs.

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

• Assist the Director, Associate Director, and Managers with promotions, including compensation recommendations.

Financial Management

• Advise the Director on resource needs and financial risks facing BSPH IT, and serve as the key resource for strategic financial operational planning.

• Provide oversight in the development, preparation, monitoring, projections, and reconciling of department budgets (general funds, capital projects, and service accounts).

• Demonstrate strong analytical skills and problem-solving capabilities and ability to weave robust analysis into strategic planning, influencing, and problem solving.

• Prepare and develop the department's annual fiscal operating and capital budgets.

• Participate in departmental strategic planning and assist with implementation of the new or revised strategies.

• Evaluate and enhance department resources, cost allocation, administrative operations, and human resources practices to achieve improved equity, efficiency, transparency, and continuous improvement as well as to fund strategic goals and priorities.

• Provide financial reports and analyses used for strategic planning.

• Reconcile expenditures on a monthly basis, investigate and resolve discrepancies.

• Create monthly billings for BSPH IT functions.

• Manage all aspects of supply chain processes for BSPH IT: request and review competitive quotes, SOWs, and RFPs, and purchase orders and invoices.

• Manage relationships with external vendors for the procurement of BSPH IT hardware and software.

• Review and approve SAP documents such as Eforms, Pcards, shopping carts, non-payroll cost transfers, ISRs, online check requests, and off-cycle check requests.

• Maintain accurate records and reports to ensure compliance with relevant policies.

Administration

• Indirectly lead and support communications, project management, and events for BSPH IT teams.

• Ensure compliance with University policies and procedures.

• Develop administrative policies and procedures as needed to ensure smooth operation of BSPH IT.

• Work collaboratively with BSPH IT and school leadership and staff to translate broad directions into concrete goals and accomplishments.

• Serve as the university liaison for all administrative, financial, and operational matters.

• Establish and maintain positive professional liaisons both internal and external to BSPH IT, the School, and the University.

• Oversee general facilities operations, IT and other issues, and administrative processes pertaining to personnel workspace management.

• Administer the School's Managed Print Service (MPS) program.

Supervisory Responsibility

• Directly supervises 3 administrative staff.

• Provides indirect leadership for all BSPH IT staff.

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

• Master's Degree in Finance or Accounting preferred.

• Prefer over five years of progressively responsible administrative management experience, including direct supervisory experience of staff positions.

• Demonstrated significant experience with financial analysis, financial reporting, budget development, and forecasting required. Demonstrated significant experience in administrative management.

Special Knowledge, Skills, & Abilities

• Works effectively and constructively with others; shares time, energy and knowledge with others to ensure they can succeed.

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

• A strong communicator, collaborator, and negotiator with unquestionable integrity, strong work ethic, and resiliency.

• Comprehensive knowledge of SAP and related reporting functionality.

• Able to identify short and long-term problems, strengths and weaknesses of current practices, alternatives, and implementing creative solutions to address complicated issues.

• Advance proficiency in Microsoft Office Suite applications (Word, Excel, and PowerPoint).

• Excellent communication and organizational skills.

• Ability to analyze large datasets, create pivot tables and use advanced formulas in Excel and perform data modeling.

• Ability to manage budgetary matters at both high oversight and detailed analysis level.

• Ability to work independently.

• Knowledge of JHU policies and procedures.

• Knowledge of federal regulations related to sponsored funding for educational institutions.

• Understanding of general accounting principles and practices.

• Able to work in a team and embrace a hands-on approach to management.

Classified Title: Sr. Administrative Manager

Role/Level/Range: ATP/04/PE

Starting Salary Range: $72,600 - $127,000 Annually (Commensurate with experience)

Employee group: Full Time

Schedule: Monday to Friday: 8:30 am - 5:00 pm

Exempt Status: Exempt

Location: Hybrid/School of Public Health

Department name: BSPH IT Administration

Personnel area: School of Public Health

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