The Department of Chemical and Biomolecular Engineering, in the Whiting School of Engineering, is seeking a Senior Administrative Manager who will be responsible for the overall administrative, financial, academic and operational activities of the Department of Chemical and Biomolecular Engineering (ChemBE) as well as the Advanced Mammalian Biomanufacturing Innovation Center (AMBIC) and iBioNe. The Senior Administrative Manager is responsible for primary supervision of the staff, oversight of the day-to-day operations, sponsored and non-sponsored funds management, academic systems, services and support management, human resources, and facilities/space needs. The successful candidate will join a welcoming community that is inclusive and diverse and values the contributions and perspectives of individuals from all backgrounds.
Specific Duties & Responsibilities:
Supervise/Train/Lead approximately ~8-10 staff members at present.
Champions the importance and value of a diverse, equitable, inclusive, and respectful work environment.
Supervise the performance of administrative staff, conduct performance reviews, identify professional development opportunities, and establish a matrix organizational structure.
Develop staff job descriptions for new hires and restructure current job descriptions for upgrading of staff positions as needed.
Process requisitions for new hires, and performs other HR-related tasks, e.g., hiring, terminations, performance management.
Conduct interviews and make recommendations for hire. Work closely with HR for appropriately grading and salaries.
Oversee and maintain compliance of the web-based time and attendance system.
Orient all new employees to the department; ensures all forms are properly filled out and submitted, and provide contact information of 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.
Advise and assist staff with HR processes and policies.
Oversee staff workload and responsibilities.
Manage the appointments, promotions, and reappointments of faculty and postdoctoral positions. Oversee the faculty search process (i.e. request reference letters, Ad posting, etc.)
Process faculty, staff, and student visa requests.
Manage the academic needs of ChemBE in support of academic programs (i.e. fellowships, scholarships, etc.).
Assist with appointing on-boarding new graduate students, visiting faculty/students, postdocs including coordination with Office of Students Services and Office of International Services.
Promote and model a culture of exceptional service and support.
Provide oversight in the development, preparation, monitoring, projections, and reconciling of department budgets (research, gift, discretionary account, etc.)
Demonstrate strong analytical skills and problem-solving capabilities and ability to weave robust analysis into strategic planning, influencing and problem solving.
Develop the department's fiscal operating budget and meet quarterly with the Dean and Business Office financial staff to discuss the fiscal year's budget and five-year plan.
Participate in departmental strategic planning and assist with implementation of the new or revised strategies.
Provide financial reports and analyses used for strategic planning.
Monitor the percent of effort expended by faculty, staff, fellows and students on research grants and contracts and maintain equivalent salary distribution on accounts.
Ensure that effort certification is completed within the deadlines.
Design and produce various reports utilizing institutional data to create quarterly and annual financial report for Department Chair.
Work as part of a team to complete activities related to research administration, pre- and post-award, including proposal development, preparation and submission, and post-award administration.
Develop and oversee staff completing sponsored research applications for accurate and timely submission.
Ensure proper management and compliance of all sponsored awards.
Review and approve SAP documents such as P-Cards, shopping Carts, non-payroll cost transfers, online check requests, and off-cycle check requests.
Maintain accurate records and reports to ensure compliance with relevant policies.
Develop new administrative policies and procedures as needed to ensure smooth operation of the department.
Work collaboratively with department and school leadership and staff to translate broad directions into concrete goals and accomplishments.
Ensure that department adheres to establish policies and procedures regarding admissions, enrollments, on-boarding and completion of programs and documentation.
Maintain space and equipment inventories for compliance with JHU and governmental guidelines. Assist the department Chair in the development and preparation of Advisory Board Report, Self-study Report, etc.
Complete internal and/or external surveys (e.g., Southeastern ChE Dept Head/Chairs Survey, ChE Faculty Salary Survey, and NSF-NIH Survey of Graduate Students and Postdoctorates in Science and Engineering).
Oversee large events such as the ChemBE reception at the annual AIChE Conference, symposia, Named/ChemBE seminars series, graduation reception, and other departmental events.
Serve as the university liaison for all administrative, financial, and operational matters, including representing the Department in Divisional and Interdivisional meetings.
Participate in the School working groups to provide guidance and recommendations for issues that may impact the Whiting School of Engineering.
Establish and maintain positive professional liaisons both internal and external to the Department, Center, school, and university.
Outlining existing opportunities to improve space utilization and define needs and justification for additional space to WSE Administration.
Ensure proper security, safety, upkeep, renovations, and repair of all the offices and lab areas.
Oversee general facilities operations, IT and other issues, and administrative processes.
Minimum Qualifications (Mandatory):
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.
A 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.*
* 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.
Master's Degree in Finance or Accounting preferred.
Demonstrated significant experience with financial analysis, financial reporting, budget development, and forecasting required.
Demonstrated significant experience in administrative management.
Special Knowledge, Skills & Abilities:
Highly organized and detail oriented with ability to prioritize multiple responsibilities.
Comprehensive knowledge of SAP and all of its functions.
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 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 (Circular A-21, A-133, and FARS).
Understanding of general accounting principles and practices.
Ability to analyze data to project revenues and expenditures.
Able to work in a team and embrace a hands-on approach to management
Level of Independent Decision Making:
Technical Qualifications or Specialized Certifications:
Working knowledge of electronic proposal submission systems, i.e., Coeus, NIH Commons, FastLane, and Grant.gov.
Supervises approximately 8-12 staff with duties ranging from administrative, laboratory, academic and finance job families.
Direct oversight of approximately $20M dollars of budgets including annual operating, sponsored research, endowments, gifts and discretionary accounts.
Classified Title: Sr. Administrative Manager Role/Level/Range: ATP/04/PE Starting Salary Range: Commensurate with experience Employee group: Full Time Schedule: M-F 8:30-5pm Hybrid--some remote Exempt Status: Exempt Location: Hybrid/Homewood Campus Department name: Dept of Chemical and Biomolecular Engrg Personnel area: Whiting School of Engineering
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 [email protected]. For TTY users, call via Maryland Relay or dial 711.
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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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