The Administrative Manager will be responsible for managing the financial and administrative operations of the Center for Leadership Education (CLE), the Office of Graduate Academic Affairs and the Office of Undergraduate Academic Affairs at the Whiting School of Engineering. The CLE offers programs at the undergraduate and graduate level in entrepreneurship, leadership, and professional communication; experiential learning programs; and Center-led presentation contests throughout the year.
The Administrative Manager is responsible for all financial and administrative operations including payroll, procurement processing and approvals, and preparation and monitoring of the annual budget. This position is a key partner in facilitating a positive and inclusive work environment. The Administrative Manager will work collaboratively with faculty and leadership, deans, directors, faculty, staff, and students in support of the Whiting School of Engineering academic mission.
Specific Duties & Responsibilities:
Operational Management: 50% of time spent performing these duties
Manage the workflow of daily operations that includes supporting academic programs, student experiential programs, events, and marketing/communications.
Daily financial responsibilities include initiating or approving shopping carts, journals, payroll transfers, internal service requests (ISRs), hourly student payroll, vendor payments, expense reports and procurement cards.
Provide administrative guidance for the maintenance and improvement of all management information systems, which will include conducting needs assessments of current financial and academic tracking systems, recommending improvements for efficiency and implementing new automated systems or workflows as appropriate.
Develop and maintain a sound management structure, operating policies, procedures, and staffing to support the operational needs of the CLE, Graduate Affairs, and Undergraduate Affairs. This will involve initiating and directing short- and long-range resource planning. Participate in strategic planning.
Establish timely and effective communication with senior leadership to exchange information required to coordinate staffing needs.
Exercise independent judgment and apply knowledge of administrative and academic operating policies to support successful development and implementation of Center projects.
Monitor compliance with University policies and procedures.
Address staff and/or faculty complaints and ensure their prompt resolution.
Analyze and assess financial viability of existing programs and develop methods to optimize practices and resources.
Develop and implement policies and procedures as appropriate.
Advise and assist faculty with HR processes and policies.
Represent the CLE, Graduate Affairs, and Undergraduate Affairs as appropriate with external and internal contacts.
Update and maintain Business Continuity Plans.
Staff Management: 10% of time spent performing these duties
The Administrative manager will be a source of information for all staff to increase their understanding and responsibility regarding goals and priorities of the unit. Develop positive employee relations and communications through management and interaction with employees.
Cultivate a faculty support/team approach to facilitate a positive and collaborative environment.
Establish performance goals and productivity standards for staff in conjunction with faculty.
Supervise academic program staff and administrative staff to include hiring, performance management, staff appraisals, mentoring, and resolving obstacles as they arise.
Financial/Payroll: 40% of time spent performing these duties
Administration of all financial and payroll activities of the Center which includes developing annually and managing three general operating budgets, an endowment account, multiple student group budgets, and payroll for at least 50 students, 40+ part-time faculty, and 14 full-time faculty.
Provide oversight of the CLE, graduate and undergraduate student groups related to financial tracking and reporting, and development of and adherence to policies and procedures.
Develop and monitor annual budgeting process.
Approve budget requests, provide guidance for implementation strategies of special initiatives, provide guidance for spending decisions, and monitor the monthly reconciliation and reporting of all budgets.
Act as a resource to faculty, staff, students, and Director to determine the general, financial, and administrative services required to plan and execute the mission of the Center.
Responsible for coordinating and executing CLE's annual faculty appointment process. Ensures appointments are processed accurately and timely and corresponding payroll actions are taken in SAP.
Minimum Qualifications (Mandatory):
Bachelor's degree in business, finance, accounting, or other related field required and 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, and Abilities:
Must be highly organized with attention to detail with the ability to prioritize multiple responsibilities of own work as well as others.
Must possess strong supervisory skills with the ability to cultivate a collaborative work environment.
Ability to proactively lead a team to achieve organizational goals in a fast-paced office.
Possess excellent interpersonal, organizational, verbal, and written communication skills.
Ability to work effectively with all levels of faculty, staff, and administration within the University as well as external contacts including alumni, advisory boards and candidates during a faculty search.
Proficiency with databases/spreadsheets, JHU financial and academic systems (i.e. SAP, SIS), and knowledge of JHU policies and procedures preferred.
Will supervise 3-4 full-time staff members.
Classified Title: Administrative Manager Working Title: Administrative Manager Role/Level/Range: ATP/04/PD Starting Salary Range: $59,280 to $81,435 per year Employee group: Full Time Schedule: M-F, 8:30 a.m. to 5 p.m. Exempt Status: Exempt Location: 01-MD:Homewood Campus Department name: 60002501-Center for Leadership Education Personnel area: Whiting School of Engineering
The successful candidate(s) for this position will be subject to a pre-employment background check.
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