The Department of Cognitive Science is seeking an Administrative Manager who plays a key leadership role in the administrative management of the department, providing strategic direction, enhancement and guidance of the financial, facilities, and academic functions and staff. This role fosters improvements in policies and procedures in the department and ensures efficient operations of all areas of the office. The Administrative Manager maintains and nurtures effective communication and partnerships throughout the KSAS and University by conferring with leadership on issues pertaining to administrative functions. Proactively represents the department.
Specific Duties & Responsibilities:
Performance Management (30%)
Conduct annual reviews
Provide ongoing feedback and constructive criticism
Prioritize and direct work efforts, providing guidance and direction
Motivate for higher collaboration and performance
Conduct interviews and make recommendations for hire
Promote and model a culture of exceptional customer service
Financial Management (25%)
Provide strategic fiscal planning; management and oversight for all departmental funds
Direct the maintenance, reconciliation, verification, and projections of departmental accounts
Review and recommend approval for all sponsored proposal budgets and act as authorized signature of the Chair
Provide financial management oversight on all research grants (pre- and post- award), private, and general funds accounts
Ensure compliance to funding agencies and JHU university policies and procedures
Supervise and oversee all budget planning and development, payroll, effort reporting, procurement approval, payables, reconciliations, account analysis and projections especially as it applies to number of students to admit
Direct/oversee grant proposal submissions, award management, progress reports, reporting to funding agencies, final reports
Academic Management (25%)
Conduct strategic planning with the Chair and faculty
Provide direct oversight of the Academic Program Coordinator
Oversee undergraduate and graduate program administration
Direct and provide guidance on issues relating to graduate and undergraduate activities: course scheduling, catalog, admissions and recruitment, seminars, colloquiums, open houses, etc.
Oversee the hiring of adjunct faculty, lecturers and visitors
Manage the appointment process for faculty, adjunct faculty, visiting scholars ensuring proper letters and forms are processed for the appointments; coordinate faculty searches
Coordinate administrative and financial efforts relating to summer and part-time programs
Ensure that student body needs are addressed
Facilities Management (15%)
Direct and manage issues related to departmental space and equipment including accounting and reporting to Facilities Management, Plant Operations, Dean's Office, etc.
Work with Project Managers, Engineers both internal and external on major and minor renovations
Ensure proper security, safety, upkeep, renovations and repair of departmental lab and office space
Approve non-department use of building space
Apply strategic planning to project space needs
Provide oversight of all office and lab space and Space Audit for F&A calculations
Service and Representation (5%)
Serve on committees as requested by the department, the KSAS Dean's Office and the University
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.
Special Knowledge, Skills & Abilities:
Excellent leadership skills
Excellent written and verbal communication skills required, especially the ability to interact with faculty, students, and staff with tact, diplomacy, and appropriate judgment
Knowledge of University policy and procedures
Must be detail oriented, able to multi-task, prioritize, be highly organized
Must be able to work independently and collaboratively with excellent interpersonal skills, and have the ability to build strong solid working relationships across the university
Proficiency in MS Office (Word, Excel, Outlook)
Must be analytical with strong problem solving and critical thinking skills
Must be proactive, take initiative to analyze issues and find the information necessary to resolve issues/problems
Requires a high degree of professionalism and commitment to the university, school and department.
Knowledge and competency in the use of PC applications required including word processing and spreadsheet applications
Ability to regularly exercise discretion and judgment in resolution of routine and unique problems
Must be able to maintain a high level of confidentiality
Familiarity and experience with SAP preferred
2 – Academic Program Coordinator and Budget Analyst
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 the 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.
Classified Title: Administrative Manager Role/Level/Range: ATP/04/PD Starting Salary Range: $59,280 - $81,435 annually (commensurate with experience) Employee group: Full Time Schedule: M-F, 8:30 a.m. to 5 p.m. Exempt Status: Exempt Location: Homewood Campus Department name: Cognitive Science Personnel area: School of Arts & Sciences
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.
The following additional provisions may apply depending on which campus you will work. 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.
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