Administrative Manager

We are seeking an Administrative Manager who will serve as the lead for the Department of Molecular and Comparative Pathobiology (MCP). This position will report to the Department Director and Basic Science Administrator and manage a department of 15+ faculty, 20+ staff, and 20+ postdoctoral fellows and graduate students. They will oversee financial, academic, administrative, strategic planning, philanthropy, regulatory compliance, and operations integration to anticipate existing and novel revenue streams. The Administrative Manager will partner with Basic Science Shared Resources to ensure program consistency and compliance. Molecular and Comparative Pathobiology is a basic science department within the School of Medicine. Department faculty conduct basic and translational research using animal models to study AIDS, cancer, degenerative CNS disease, cardiovascular disease, and infectious diseases. The department's postdoctoral training program trains veterinary scientists for careers in biomedical research. The department has an annual budget of over $12 million, primarily funded by sponsored projects. MCP is closely linked with Research Animal Resources (RAR) as all faculty and postdoc fellows supporting RAR are appointed in MCP.

Specific Duties and Responsibilities

Strategic Planning

• Partners with the Department Director to coordinate and oversee strategic, operating, and tactical planning processes to ensure that the Department has clear goals and measures of success in conjunction with overall Department and SOM priorities.
• Works with the Director to evaluate existing programs and the need for new programs; Evaluates and recommends facility and space needs as well as staffing requirements.
• Assists in developing new programs with internal and external collaborators to ensure goals and standards are achieved; Monitors program performance and implements corrective actions as necessary in conjunction with the Director.
• The Administrative Manager serves as the department liaison with the university, including the School of Medicine Business Office, Dean's Office, Research Administration, Academic Offices, OIS, JHU Controller's Office, and Tax and Finance offices-also participates in SOM and University ad-hoc committees.

Managerial Responsibilities

• Schedules administrative and academic staff to ensure appropriate coverage; Monitors attendance.
• Interviews, hires, and trains new administrative and academic staff as appropriate.
• Manages performance; onboards and develops staff; with HR implements progressive counseling and corrective actions as necessary.
• Conducts annual performance appraisals of administrative staff; Sets annual performance goals.
• Measures productivity and evaluates effectiveness through auditing processes.
• Develops staff performance standards and provides feedback to staff.
• Work with Basic Science HR on all HR/Payroll matters.
• Provides coverage solutions during staff absence or turnover.

Climate Setting and Leadership

• Conducts self in an exemplary professional fashion to achieve goals and set an example for others within the department.
• Establishes communication channels with staff, faculty, and senior leadership to ensure information on internal and external issues that affect the operations of the area is received.
• In conjunction with the Director and other leadership, formulates overall tactical planning for growth and viability; Develops new administrative policies as needed to ensure smooth operation in the Department.

Financial Skills & Competencies

• In collaboration with the Basic Science Finance Office (BSFO), facilitate the annual operating and capital planning process.
• Interpret financial data for monitoring, tracking, and providing variance explanations.
• In conjunction with the BSFO, develop business plans that align with strategic priorities.
• Ensure financial reports are provided by BSFO to the department director and faculty. Interpret financial transactions for users who must make economic and business decisions, including,
• Financial projections
• Startup monthly reporting
• Control salary monitoring
• Funds expenditure monitoring

• Works with BSFO to prepare and provide ad hoc financial reports to the Director.
• Assists Director in strategic planning and special projects.
• Assists the Director and other School leadership in the development and tracking of business plans.
• Develop strategies with the Department Director for establishing and utilizing discretionary funds for the Department's teaching and research missions in liaise with BSFO.
• Partner with the BSFOto manage all non-sponsored financial lines of business (operational, gift/discretionary, Dowry, BDP, and endowment) and provide comprehensive reporting of all department financial and expense activities.
• Reviews expenses in non-sponsored accounts.
• Analyzes reports for discretionary expenses.
• Oversees spending decisions and monitors the monthly reconciliation reports for all non-sponsored accounts.
• Communicates with internal university offices such as the Business Office, Purchasing, Accounts Payable, Accounts Receivable, and other BS Shared Services and relays information to the team for compliance.
• Partner with the Finance Office to approve EFORM and salary distribution changes for faculty and staff not supported by sponsored accounts.
• Manages the capital acquisition process and ongoing equipment inventory changes.

Human Resources and Administration

• Partners with BS Human Resources and Department Director to develop and implement plans for the overall human resources and organizational development goals of the departments, ensuring that all personnel management functions are successfully performed, including recruitment and retention, employee relations, grievances, training orientation, separations, career development and the equitable administration of compensation programs.
• Manages timesheet approval and non-research effort forms.
• Work with BS HR to create and direct requisition activity and hires.
• Ensures faculty recruitment activities are consistent with Standard Operating Procedures; Works with critical hires to ensure successful transition to the Baltimore area.
• Assesses staffing needs and recommends solutions.
• Work with BS HR to ensure compliance with all appropriate HR policies, including Faculty and Fellows.
• Develops excellent working relationships with BS Human Resources; Ensures that all departmental human resource activities are carried out consistent with University personnel policies and develops new administrative policies as needed.
• Identifies goals and objectives as they relate to staffing needs, job descriptions and assures compliance with institutional policies.
• Responsible for the professional development of each staff member. Assures confidentiality and compliance with policy.
• Assists with the recruitment and retention of faculty; Coordinates faculty appointments, annual reviews, and promotional documents.
• Prepares justifications and summaries for staff promotion packages.
• Refers employees to appropriate resources such as the Staff Assistance Program Risk Management and advises on training programs available through Talent Management, Organization Development.

Research Responsibilities

• With RMS, ensures the effectiveness of research operations within the Department.
• High-level oversight of complex grants such as U42 Cooperative Agreement and C06 Research Facilities Construction grants.
• Tracking Program income of RAR pigtail macaque external animal sales and providing updates to the sales coordinator.
• In coordination with RMS, oversee the T32 and T35 training grants.
• Develops and oversees strategic alliances with peer personnel in associated business entities.
• With RMS & BSFO reviews non-sponsored expenses in support of research operations and increases productivity to improve operating budget performance.
• Ensure lab safety protocols are in place and followed in labs; coordinate annual safety inspections.
• Ensure lab faculty and staff are current and up to date on required safety training.
• Work with the department director to assign and manage department space.
• Work with the Basic Science Operations Manager to ensure space is properly allocated with SOM databases.

Faculty/Academic Responsibilities

• Manage clinical and academic faculty recruitment and appointment process.
• Facilitate entry of new faculty hire approval requests via Medvitals.
• In partnership with the Department Chair, developed detailed plans for department-wide faculty appointments (for current and new faculty at all levels) and promotions considering department strengths and weaknesses, growth, and research goals.
• Complete annual faculty budget planning.
• Lead the Faculty Compensation Plan for the department.
• Compile and review faculty performance data for the Faculty Benchmark Initiative.
• Review and approval of CAF tool data.
• Assist Faculty with the new start-up process, including moving from the former institution, procuring new equipment, and orienting them to JHU, SOM, and ORA policies, procedures, and requirements.

Student Program Responsibilities

• Provide ongoing evaluation and oversight for Department Educational programs, including but not limited to Pathology and Laboratory Animal Medicine Training Programs (Research and Clinical emphasis), Divisional Research Fellows, Externs, Summer Internship Experience students, and Graduate students.
• Oversees the management of all student and fellow recruitment programs and works with HR to resolve any payroll issues.

Marketing and Development

• Work with Development to track and cultivate past postdocs, faculty, and/or friends of the department.
• Work with the Chair and Director of Development to prioritize the department's fundraising goals.
• Advise Marketing and Communications of recent faculty awards, major publications, and news requests.
• Work with media staff to keep website and social media current.
• Provides oversight of the production of newsletters, brochures, correspondence, seminars, and other event materials.

Core Facilities

• In collaboration with BSFO, oversee the financial aspects of Phenotyping and EV Cores.
• With assistance from BSFO, facilitate the financial aspects of Experimental Pathology, histology, phenotyping charges, fee updates, and monthly reports in iLabs.
• Partner with the BSFO to develop a business plan for core facilities.
• With BSFO, establish and/or review annual rate schedules and oversee iLabs billings.
• Monitor cores for compliance.
• Work with core directors to implement new technologies as needed.

General Administration

• Monitors, evaluates, and implements business practices and procedures to support the day-to-day operational needs of the Departments; Analyzes and implements staff structure, capabilities, and development to meet the current and future needs of the program; In conjunction with the Director, ensures goals are met.
• Assess staffing needs and issues; Supervise staff as appropriate; assist faculty with human resources issues, including hiring/firing, discipline, timesheet approval, and other matters; In conjunction with the Director, participate in fundraising initiatives.
• Maintains accurate inventory of space and equipment; With Director, assigns available space and assists in future space planning as it relates to organizational operations.
• Represents the organization to both internal and external constituent groups in such a manner as to enhance the image of the Department and to further its objectives.
• Communicate with senior leadership within the Department and other constituencies to keep them aware of important Johns Hopkins Medicine and University information.
• Provide Faculty with adequate administrative support.
• Oversee the creation of shopping carts, invoices, online payments, reimbursements, and wire transfers (domestic and international). With assistance from the BSFO, oversee and ensure accurate information is in SAP and funds are applied correctly.
• In collaboration with the BSFO, ensures Pcard policies are followed, proper documentation is maintained, and allocations are being processed in a timely manner.
• Ensure that staff and faculty understand and comply with all JHU purchasing requirements concerning vendor selection criteria and price justification.
• Facilitate the onboarding of new faculty.
• Supervise postdoctoral fellow recruitment and maintenance process.

Knowledge, Skills, and Abilities

• Comprehensive understanding of the dynamics of the academic activities of an academic medical institution.
• Demonstrated knowledge and experience of funds accounting.
• Ability to manage human resources and develop policies and procedures.
• Analytical ability to project revenues and expenditures, develop sound policies and procedures for areas of responsibility, and maintain proper documentation for the department.
• Demonstrated capacity for leadership as well as the ability to supervise and train staff and effectively interact with all levels; commitment to work collaboratively and by consensus with the senior management team.
• Keen interpersonal skills.
• Excellent oral/written communication skills.
• Strong organizational skills and attention to detail.
• Exchanges non-routine information using tact and persuasion as appropriate, requiring good oral and written communication skills.

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.
• Additional education may substitute for required experience and additional related experience may substitute for required education, to the extent permitted by the JHU equivalency formula.

Preferred Qualifications

• Master's Degree.

Classified Title: Administrative Manager
Role/Level/Range: ATP/04/PD
Starting Salary Range: $62,900 - $110,100 Annually ($86,500 targeted; Commensurate w/exp.)
Employee group: Full Time
Schedule: M-F, 37.5 hours perweek
FLSA Status: Exempt
Location: School of Medicine Campus
Department name: SOM Comp Med Mol and Comp Pathobiology
Personnel area: School of Medicine

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.

School of Medicine - East Baltimore Campus