Johns Hopkins, founded in 1876, is America's first research university and home to nine world-class academic divisions working together as one university.
Engineering for Professionals (EP), within the Whiting School of Engineering, comprises 30+ graduate online programs, Executive and Professional Education (EPE), and Doctor of Engineering (D. Eng). We are seeking a Sr. Administrative Manager to lead EP's administrative and programmatic operations, partnering with the Associate Vice Dean, program leadership, faculty, and the Sr. Financial Manager to deliver consistent, effective support across the portfolio.
The Sr. Administrative Manager is responsible for overall administrative, financial and/or operational management for a large and complex department typically with activities on multiple sites and/or multiple service lines. (Generally defined as an operating budget between $10 mil - $19 mil and 50+ employees). This position provides strategic direction and day-to-day oversight of administrative and financial matters. Areas of focus include finance; human resources; academic, research or clinical operations; compliance; infrastructure matters. The Sr. Administrative Manager is responsible for most or all the following: staff supervision and performance management; HR support for direct and indirect reports; budget management and administration; oversight of financial functions and processes; facilities/space management oversight; operational activities of a clinical or academic/research department.
Specific Duties & Responsibilities
Financial Management- Provide oversight for the development, preparation, monitoring, projections, and reconciliation of budgets (clinical revenue, general funds, research, gift, discretionary account, etc.).
- Ensure the accuracy of monthly account statements.
- Oversee preparation of various forms, journal entries, vouchers, system transactions, electronic budgets, and expenditure transactions.
- Oversee the procurement process for all assigned accounts.
- Oversee the maintenance of accurate records and preparation of documents and timely response to audit requests.
- Advise leadership on resource needs and financial risks.
- Develop, update, and amend departmental financial processes and policies.
- In partnership with the department leadership develop annual operating budget(s) and five-year plans.
- Provide detailed analysis, evaluation, and projections to support strategic plans.
- Develop and maintain various finance management systems.
- Design and produce various monthly, quarterly, and annual reports used for strategic planning.
Administration
- Oversee the planning, production, and execution of key events and other activities.
- Mentor staff and provide support for training.
- Monitor staff workloads, prioritize work efforts, and advocate for additional resources as necessary.
- Responsible for the coordination, implementation, and completion of various strategic initiatives.
- Supervise performance of direct and indirect professional/support staff, conduct performance reviews, and salary administration.
- Develop administrative policies and procedures needed to ensure smooth operations
- Manage space and facilities issues.
Human Resources
- Work with departmental Human Resources support to establish and promote growth opportunities within the area, 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: help develop staffing and personnel management plans, consult on hiring issues, assist with performance management issues and disciplinary actions, oversee salary planning.
- Ensure that all human resources activities are carried out consistent 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 oversight of clinical, academic or research operations and programs.
- Other duties as assigned.
In addition to the duties described above
- Coordinate administrative and programmatic operations across 30+ EP programs, Executive and Professional Education (EPE), and Doctor of Engineering, translating school and program priorities into consistent workflows, service standards, and implementation plans.
- Oversee operational support including faculty and program leader appointments and compensation, student payroll administration, and related high-volume workflows.
- Lead the administrative execution of new and evolving program initiatives, coordinating faculty, program leaders, and central Whiting School and University partners and tracking work through completion.
- Maintain and improve the operational infrastructure that supports EP teaching and program delivery, including internal communications, space and equipment coordination, and administrative systems and procedures.
- Partner with the Sr. Financial Manager on enrollment, course, staffing, and resource planning while retaining responsibility for administrative and programmatic execution and service delivery.
Minimum Qualifications
- Bachelor’s Degree in Finance, Accounting, Business or a related field.
- Five 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.
- Supervisory experience.
- 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.
Preferred Qualifications
- Master’s Degree in a related field.
- Strong project management, written communication, stakeholder coordination, and process-improvement skills in a complex, deadline-driven environment
- Proficiency with Microsoft Office applications, including Excel, and the ability to organize and monitor high-volume work across multiple programs.
- Experience supporting graduate, professional, continuing, or online education programs in a university or similarly complex organization.
- Familiarity with Johns Hopkins University systems, policies, and procedures, particularly faculty, staff, student payroll, and academic administrative processes.
On call or non-standard work hour requirements
- No regular on-call requirement.
- Occasional work outside standard hours may be needed to support time-sensitive program activities or events.
Technical Skills and Expected Level of Proficiency
- Budgeting - Advanced
- Financial Administration - Advanced
- Financial Documentation and Reporting - Advanced
- Financial Policy - Advanced
- Human Resources Management - Advanced
- Operational Oversight - Advanced
- Oral and Written Communications - Advanced
- Regulatory Compliance - Advanced
- Strategic Planning - Advanced
The core technical skills listed are most essential; additional technical skills may be required based on specific division or department needs.
Classified Title: Sr. Administrative Manager
Role/Level/Range: ATP/04/PE
Starting Salary Range: $75,135 - $131,510 Annually (Commensurate
w/exp.)
Employee group: Full Time
Schedule: M-F, 37.5 hrs wkly
FLSA Status: Exempt
Location: Hybrid/Mount Washington Campus
Department name: EP Personnel
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 jhurecruitment@jhu.edu. 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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