Administrator
We are seeking an
Administrator who will work independently oversees the activity of the Department of Biology including but not limited to departmental administration, academic affairs, human resources, fiscal management, sponsored project management, facilities management, information systems, marketing, resource management, collaboration, formulation and implementation of administrative policies and procedures, for the efficient and effective operation of the research and educational functions within the department. This position aids the department in its mission of increasing research and teaching excellence by strengthening the infrastructure of the department, and supporting the development of a solid, diversified base of financial support. Acts as resource facilitator for faculty, researchers, program, and functional managers/administrators/coordinators to determine the academic, general, financial, and administrative services required to plan and execute strategic initiatives and to bring about increased productivity and cost effectiveness.
Specific Duties & Responsibilities
General Administration
- Lead the staff in setting and implementing a strategy for the future.
- Provide overall management and leadership for the department-setting priorities, overseeing operations, providing financial oversight, staff development, advising faculty and students.
- Delegate day-to-day operational, financial, and administrative management as appropriate.
- Work in concert with the Chairman and Management team to determine the general, financial, and administrative services required to plan and execute strategic initiatives and to bring about increased productivity and cost effectiveness.
- Seek alternative or innovative solutions to problems, and collaborate with the other managers, PIs and staff in problem resolution.
- Ensure the overall administrative and operational support of the department and oversight of research functions.
- Act as a resource for the faculty, researchers, other managers and staff on administrative matters.
- Work closely with the department management and department Chair to ensure compliance with departmental policies and procedures, JHU internal controls and government regulations to effectively carry out the mission and long-term goals of the department and institution.
- Assess current policies and practices and develop and implement new administrative processes and procedures in collaboration with the department Chair.
- Review all formal finance, HR, and IT-related procedures, processes, and administration, recommending improvements to the systems in place and managing the systems going forward.
- Oversee all departmental administrative functions-staffing, daily department productivity, special department projects and reports, site visits, conferences, seminars, and fiscal issues.
- Facilitate open-ended communication with all levels of department and university personnel.
- Must effectively interact daily with the School of Arts and Sciences, Central Administration, and other divisional entities.
- Provide a clearing-house for all downward flow of university communication regarding processes, policies, and procedures and ensure their timely compliance.
Human Resources
- Communicate, interpret, and advise faculty, affiliates, staff, and students on human resource policies/procedures, recruitment and employment law and regulations, benefits availability, academic policies/procedures, and other administrative matters.
- Serve as primary point of contact for employee relations matters.
- Ensure adherence to Bargaining Unit contract; attend BU managers' meetings.
- Develop and manage direct reports, to include managers in finance, HR, guide larger multi-disciplinary teams outside of direct span of control.
- Engage other members of the School's management team to facilitate cross-department collaboration that ensures that all financial, IT, and HR solutions positively support the University's evolving strategy, operational delivery, and data collection needs.
- Conduct annual reviews.
- Staff development.
- Provide ongoing feedback and constructive criticism.
- Prioritize and direct work efforts, providing guidance and direction.
- Conflict resolution.
- Motivate for higher collaboration and performance.
- Conduct interviews and make recommendations for hire.
Financial Management
- Partner with Departmental Chairman, Academic Program Executive Committee and Deans as an active participant and driver of the department's overall strategy.
- Oversee the financial activities of the entire department, including financial planning and monitoring revenue from all sources. Analyzes the department's financial strengths and weaknesses and suggests plans for improvement.
- Provide strategic recommendations to the chairman based on financial analysis and projections, cost identification and allocation, and revenue/expense analysis.
- Participate in the ongoing strategic planning process as an integral member of the senior management team.
- Oversee long-term budgetary planning and cost management.
- Ensures that the department's financial reports are accurate and completed on time.
- Lead all financial administration, business planning, and budgeting.
- May review and approve SAP documents such as ISR, Shopping Carts, Non-payroll Cost Transfers, and on-line check requests
- Coordinate all audit activities
Sponsored Projects Administration
- Provide professional support and guidance in the administration of grants, contracts and related funds to faculty and researchers.
- Exercise signatory authority for official documents.
- Advise faculty and administrators seeking external funding for research and other sponsored projects on submission policies, award requirements, and regulations.
- Participates in the development and implementation of training and communication of sponsored projects activities.
- Consults with appropriate staff on any exceptions to University policy.
- Sign routine sponsored projects documents as an authority of the department for submission to the sponsor.
- Researches and stays current on sponsored projects regulations, external and internal policies and procedures governing the administration of grants and contracts, and serves as a resource to faculty and staff.
- Utilizes appropriate University and sponsor electronic systems to effectively manage and submit and/or report sponsored program activity.
- May assist in the preparation, negotiation, and submission of sponsored projects documents to sponsors.
- Provide information and/or recommendations which influence decisions regarding application, correspondence and/or financial matters related to sponsored program activities for certain agencies.
- Approve internal proposal submissions through COEUS on behalf of chairman.
- Assists in risk-based assessments on award spending issues and account compliance. This position resolves conflicts that arise in any stage of the sponsored research and provide oversight and advice.
- Utilize various financial tools in providing services to faculty and provides direct support to faculty and administrators in utilizing electronic grant application tools.
- Maintain up-to-date knowledge of regulations and guidelines from the sponsors and University and communicate and coexist with a broad variety of cultures and investigator styles in balance while maintaining institutional compliance and risk-assessment.
- Coordinate and participate in research administration training efforts.
- Participate in a variety of special projects such as pilot programs, attending training sessions, etc.
- Facilitate the preparation and analysis of reports for the department's senior management and the Dean's Office.
- May be required to see the closeout of grants and contracts including review of final Financial Status Reports (FSR).
- May review and approve SAP documents such as ISR, Shopping Carts, Non-payroll Cost Transfers, and on-line check requests.
- Coordinate all audit activities.
Academic Affairs Management/Administration
- Oversee all departmental academic affairs functions relating to the Undergraduate Biology Majors Program, Graduate Ph.D. program, Graduate Masters Program. NIH graduate program and NIH Training Grant. Provides guidance to the Academic Affairs team in the admissions/application process and recruitment of students for graduate programs, development of recruitment materials, development and organization of orientation programs, and administration of all student affairs. To help recruit, integrate, and support the next generation of research talent.
- In partnership with Chair and Director of Undergraduate Studies supervise Biology Lecturers (7)to build infrastructure to support Biology undergraduate course instruction.
- Coach, direct, and guide departmental Academic Affairs Administrator and Academic Affairs Coordinator.
- Oversee development and implementation strategies to collect and report data.
- Provide leadership and expertise in assessing, identifying, formulating, and implementing the department's educational goals and objectives.
- Monitor academic activities both strategic and operational, including metrics to track and evaluate progress.
- Assist in developing and managing the academic block budgets.
- Manage the NIH Training grant, yearly and five year renewal.
- Facilitate creative changes in educational programming, processes, and procedures.
- Develop business plans and projections for assigned academic projects and proposed projects.
- Oversee fiscal and facilities administration of all courses.
- Collaborate with the Academic Affairs Administrator and Sr. Administrative Coordinator in developing and implementing a database system for tracking the academic progress of students.
- Ensure information is appropriately communicated between Academic Affairs and the SRSAs.
Facilities Management
- Oversee services and processes that support the core business of the organization, including space allocation, renovation, and resource monitoring.
- Ensure that the department has the most suitable working environment for its employees and their activities.
- Supervise Building Manager to build infrastructure to support department activity.
- Involved in both strategic planning and day-to-day operations.
- Partner with Chair to set the overall direction for technology through strategic planning and evaluation.
Special Knowledge, Skills & Abilities
- Requires excellent interpersonal, oral and written communication skills to interact with employees at all levels of the University.
- In collaboration with the department's senior leadership, the ability to develop and execute strategy.
- Record of accomplishment in managing others such as:
- Skill in recruitment, development and performance measurement of staff with goals of achieving optimal productivity while maintaining a professional office environment, or taking corrective actions.
- Ability to recognize individual differences in skills and abilities to assign tasks appropriately,
- Ability to engage employees, prioritize work for staff and self, and manage time.
- Skill in identifying short- and long-term problems, strengths and weaknesses of current practices, alternatives, and implementing creative solutions to address complicated issues.
- Ability to manage budgetary matters at both high oversight and detailed analysis level.
- Knowledge of federal regulations related to sponsored funding for educational institutions (Circular A-21, A-133, and FARS).
- Skills in time management.
- Excellent research and analytic skills along with demonstrated customer focus experience.
- Excellent financial skills required. Excellent spreadsheet skills required.
- Working knowledge of electronic proposal submission systems
- 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.
- Capable of demonstrating confidence and assertive diplomacy in sensitive situations.
- Knowledge and understanding of JHU's mission, policies and practices in budgeting, finance, human resources, graduate and undergraduate student affairs and sponsored projects.
- Proficient in the use of software applications such Microsoft Office and FileMaker Pro.
- Knowledge and experience using enterprise-wide systems such as SAP, COEUS, and other systems for proposal submission, project tracking and effort reporting.
- Ability to model professional behavior that will promote positive interaction between co-workers and customers to achieve a higher level of service, increase office productivity and improve the public image of the institution.
- Skill in examining, developing, reengineering, and recommending financial, HR, and technology policies and procedures.
- Demonstrates strong analytical skills and experience interpreting a strategic vision into an operational model.
- Demonstrates a collaborative and flexible style, with a strong service mentality. Needs to be seen as a team player who is committed to lifelong learning.
- Ability and a desire to work in a dynamic, mission-driven environment.
Minimum Qualifications
- Bachelor's Degree in Business, Finance, Accounting or other related field.
- Seven years progressively responsible professional-level administrative and financial experience related to monetary or non-monetary resources of a department, center, or unit, including 2 years financial management experience (e.g., planning, directing, monitoring, organizing, and controlling monetary and non-monetary resources). Supervisory experience strongly preferred.
- Master's Degree in a related field may substitute for required experience, to the extent permitted by the JHU equivalency formula.
*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.
Preferred Qualifications
Classified Title: Administrator
Role/Level/Range: L/04/LE
Starting Salary Range: Commensurate with experience
Employee group: Full Time
Schedule: Monday-Friday 8-4:30
Exempt Status: Exempt
Location: Hybrid/Homewood Campus
Department name: Biology
Personnel area: School of Arts & Sciences
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:
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.
The successful candidate(s) for this position will be subject to a pre-employment background check.
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
Learn more:
https://www.eeoc.gov/sites/default/files/migrated_files/employers/poster_screen_reader_optimized.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 accessibility.jhu.edu.
Johns Hopkins has mandated COVID-19 and influenza vaccines, as applicable. 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. 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 on 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.
Note: Job Postings are updated daily and remain online until filled.
To apply, visit https://jobs.jhu.edu/job/Baltimore-Administrator-MD-21218/940814200/
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Johns Hopkins University
September 29, 2022