Administrative Manager (DOM Infectious Disease)

We are seeking an Administrative Manager who will be responsible for overall administrative, financial, and/or operational management for the Department of Medicine Divisions of Infectious Diseases and Clinical Pharmacology within the School of Medicine. This position provides strategic and day-to-day oversight of administrative and financial matters. Areas of focus will include finance, human resources, academic, research, clinical operations, compliance, and infrastructure matters. The Administrative Manager will be responsible for some or all of the following: staff supervision and performance management for the administrative team; HR support for direct reports; budget management and administration; financial functions and processes; program planning and implementation, especially as it relates to the Infectious Diseases clinical programs; facilities/space management oversight.

Specific Duties & Responsibilities

Financial Management

In partnership with administrative leadership and financial staff, participate in the development of annual operating budget(s) and assist with budget analysis and evaluation.
Provide fiscal planning, management, and oversight of assigned budgets, e.g., operating, discretionary, gift/endowment, and salary.
Prepare or oversee preparation of various forms, journal entries, vouchers, system transactions, electronic budgets, and expenditure transactions.
Oversee the procurement process for all assigned accounts.
Provide back-up documentation and explanation in response to audit requests.
Prepare financial projections.
Advise leadership on resource needs and financial risks.
Remain up to date on changes in university, school, and departmental financial policies.
Develop, update, and amend financial procedures.
Develop and maintain various finance management systems.
Design and produce various monthly, quarterly, and annual reports as requested.

Administration

Manage the planning, production, and execution of key events or other activities.
Responsible for managing projects and maintaining budgets.
Mentor staff and provide support for training.
Monitor staff workloads, prioritize work efforts, and advocate for additional resources as necessary.
Partner with the Department Director and Associate Administrator on coordination and completion of various strategic initiatives.
Supervise the performance of 6 direct administrative support staff, conduct performance reviews, and salary administration in collaboration with divisional leadership.
Develop administrative policies and procedures needed to ensure smooth operations.
Manage space and facilities issues specific to the designated divisional spaces.

Human Resources

Work with divisional Human Resources support to establish and promote growth opportunities within the division, maintain equity, consistently apply policies and procedures, establish a positive working environment, and minimize staff turnover.
Work with appropriate HR resources to determine and implement solutions that address non-routine HR problems promptly.
Support faculty and staff supervisors in human resources administration: e.,g. help develop staffing and personnel management plans, consult on hiring issues, assist with performance management issues and disciplinary actions, and oversee salary planning.
Ensure human resources activities are carried out consistently with university personnel policies, e.g., goal setting and performance reviews, payroll actions, visa applications, time and attendance recording, onboarding, etc.

Operations and Program Management

Responsible for the planning and implementation of activities of the specific academic, clinical, research, or programmatic area.
Other duties as assigned.

Minimum Qualifications

Bachelor’s Degree in Finance, Accounting, Business, or related field.
Four years of progressively responsible professional-level administrative or financial experience related to monetary or non-monetary resources of a center or unit within an academic, research, academic medicine, or comparable environment, e.g., planning, directing, monitoring, organizing, and controlling monetary and non-monetary resources.
Additional education may substitute for required experience, and additional related experience may substitute for required education beyond a high school diploma/graduation equivalent, to the extent permitted by the JHU equivalency formula.

Classified Title: Administrative Manager
Role/Level/Range: ATP/04/PD
Starting Salary Range: $62,900 - $110,100 Annually ($80,000 targeted; Commensurate w/exp.)
Employee group: Full Time
Schedule: M-F 8:30am-5pm
FLSA Status: Exempt
Location: Hybrid/School of Medicine Campus
Department name: SOM DOM Infectious Disease
Personnel area: School of Medicine

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Administrative Manager (DOM Infectious Disease)

Specific Duties & Responsibilities

Financial Management

In partnership with administrative leadership and financial staff, participate in the development of annual operating budget(s) and assist with budget analysis and evaluation.
Provide fiscal planning, management, and oversight of assigned budgets, e.g., operating, discretionary, gift/endowment, and salary.
Prepare or oversee preparation of various forms, journal entries, vouchers, system transactions, electronic budgets, and expenditure transactions.
Oversee the procurement process for all assigned accounts.
Provide back-up documentation and explanation in response to audit requests.
Prepare financial projections.
Advise leadership on resource needs and financial risks.
Remain up to date on changes in university, school, and departmental financial policies.
Develop, update, and amend financial procedures.
Develop and maintain various finance management systems.
Design and produce various monthly, quarterly, and annual reports as requested.

Administration

Manage the planning, production, and execution of key events or other activities.
Responsible for managing projects and maintaining budgets.
Mentor staff and provide support for training.
Monitor staff workloads, prioritize work efforts, and advocate for additional resources as necessary.
Partner with the Department Director and Associate Administrator on coordination and completion of various strategic initiatives.
Supervise the performance of 6 direct administrative support staff, conduct performance reviews, and salary administration in collaboration with divisional leadership.
Develop administrative policies and procedures needed to ensure smooth operations.
Manage space and facilities issues specific to the designated divisional spaces.

Human Resources

Work with divisional Human Resources support to establish and promote growth opportunities within the division, maintain equity, consistently apply policies and procedures, establish a positive working environment, and minimize staff turnover.
Work with appropriate HR resources to determine and implement solutions that address non-routine HR problems promptly.
Support faculty and staff supervisors in human resources administration: e.,g. help develop staffing and personnel management plans, consult on hiring issues, assist with performance management issues and disciplinary actions, and oversee salary planning.
Ensure human resources activities are carried out consistently with university personnel policies, e.g., goal setting and performance reviews, payroll actions, visa applications, time and attendance recording, onboarding, etc.

Operations and Program Management

Responsible for the planning and implementation of activities of the specific academic, clinical, research, or programmatic area.
Other duties as assigned.

Minimum Qualifications

Bachelor’s Degree in Finance, Accounting, Business, or related field.
Four years of progressively responsible professional-level administrative or financial experience related to monetary or non-monetary resources of a center or unit within an academic, research, academic medicine, or comparable environment, e.g., planning, directing, monitoring, organizing, and controlling monetary and non-monetary resources.
Additional education may substitute for required experience, and additional related experience may substitute for required education beyond a high school diploma/graduation equivalent, to the extent permitted by the JHU equivalency formula.

Administrative Manager (DOM Infectious Disease)

Specific Duties & Responsibilities

Financial Management

In partnership with administrative leadership and financial staff, participate in the development of annual operating budget(s) and assist with budget analysis and evaluation.
Provide fiscal planning, management, and oversight of assigned budgets, e.g., operating, discretionary, gift/endowment, and salary.
Prepare or oversee preparation of various forms, journal entries, vouchers, system transactions, electronic budgets, and expenditure transactions.
Oversee the procurement process for all assigned accounts.
Provide back-up documentation and explanation in response to audit requests.
Prepare financial projections.
Advise leadership on resource needs and financial risks.
Remain up to date on changes in university, school, and departmental financial policies.
Develop, update, and amend financial procedures.
Develop and maintain various finance management systems.
Design and produce various monthly, quarterly, and annual reports as requested.

Administration

Manage the planning, production, and execution of key events or other activities.
Responsible for managing projects and maintaining budgets.
Mentor staff and provide support for training.
Monitor staff workloads, prioritize work efforts, and advocate for additional resources as necessary.
Partner with the Department Director and Associate Administrator on coordination and completion of various strategic initiatives.
Supervise the performance of 6 direct administrative support staff, conduct performance reviews, and salary administration in collaboration with divisional leadership.
Develop administrative policies and procedures needed to ensure smooth operations.
Manage space and facilities issues specific to the designated divisional spaces.

Human Resources

Work with divisional Human Resources support to establish and promote growth opportunities within the division, maintain equity, consistently apply policies and procedures, establish a positive working environment, and minimize staff turnover.
Work with appropriate HR resources to determine and implement solutions that address non-routine HR problems promptly.
Support faculty and staff supervisors in human resources administration: e.,g. help develop staffing and personnel management plans, consult on hiring issues, assist with performance management issues and disciplinary actions, and oversee salary planning.
Ensure human resources activities are carried out consistently with university personnel policies, e.g., goal setting and performance reviews, payroll actions, visa applications, time and attendance recording, onboarding, etc.

Operations and Program Management

Responsible for the planning and implementation of activities of the specific academic, clinical, research, or programmatic area.
Other duties as assigned.

Minimum Qualifications

Bachelor’s Degree in Finance, Accounting, Business, or related field.
Four years of progressively responsible professional-level administrative or financial experience related to monetary or non-monetary resources of a center or unit within an academic, research, academic medicine, or comparable environment, e.g., planning, directing, monitoring, organizing, and controlling monetary and non-monetary resources.
Additional education may substitute for required experience, and additional related experience may substitute for required education beyond a high school diploma/graduation equivalent, to the extent permitted by the JHU equivalency formula.

Administrative Manager (DOM Infectious Disease)

Johns Hopkins University

Johns Hopkins University, Baltimore, MD, USA