Sr. Administrative Manager

We are seeking aSr. Administrative Managerwho will be responsible for overall administrative, financial, and/or operational management for a large academic and research department in the Krieger School of Arts and Sciences. This position is responsible for financial, administrative, and operational activities within the department, including staff supervision and performance management; HR support for indirect reports; budget management and administration; oversight for and/or execution of faculty, staff, and student payroll; procurement management and administration; graduate aid distribution; facilities management oversight; and academic affairs oversight.

The Sr. Administrative Manager provides strategic direction, process improvements, and day-to-day oversight of administrative and financial matters. Specific areas of focus may include finance, human resources, academic and/or research administration, compliance, and operations. While this is a hybrid position, the employee would be fully on-site during the first two months, for training, onboarding, and in-person meetings.

*All new employees, including hybrid and local remote employees, are expected to attend in-person orientation. Travel is considered local if you are within a 50-mile radius of the standard office location or permanent home location.

Specific Duties & Responsibilities

Fiscal Administration

• In partnership with divisional leadership, provide strategic fiscal planning, management, and oversight of assigned budgets, e.g. operating, discretionary, gift/endowment, salary. Advise the department leadership on resource needs and financial risks.
• Oversee planning and preparation of the departmental budgets (operating, discretionary, sponsored, gift/endowment, etc.). Ensure close out of terminated accounts, reconcile ledgers, and ensure account balances are zero.
• Review monthly account statements, verify expense allocation, identify and ensure the correct processing of payroll and non-payroll transactions to correct or resolve discrepancies.
• Oversee preparation of various forms, journal entries, vouchers, system transactions, electronic budgets and expenditure transactions; serve as a transaction approver when appropriate.
• Oversee the procurement process for all departmental accounts; serve as a transaction approver when appropriate.
• Provide response to audit requests with back-up documentation and explanation.
• Remain up to date on changes in university, divisional, and departmental financial policies and ensure compliance throughout the department.
• Develop, update, and amend departmental financial policies, as needed.
• Develop and maintain various departmental finance tracking and/or management systems.
• Design and produce various computerized monthly, quarterly, and annual reports as requested.

HR & Administrative Operations

• 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.
• Work with KSAS Human Resources support to establish and promote growth opportunities within the department, 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.
• Ensure that all human resources activities are carried out consistent with University personnel policies, e.g. goal setting and performance reviews, visa applications, time and attendance recording, onboarding, etc.
• Ensure timely processing of payroll transactions, terminations, and updates to SAP records.
• Establish and/or maintain documentation regarding departmental administrative procedures.

Academic

• Serve as a resource for faculty and academic staff to manage academic program activities, e.g. course scheduling and maintenance, room scheduling, review sessions, exams, etc.
• Oversee production and/or completion of student administrative processes, e.g. graduate student surveys, annual statements of notices for training grants, employment verification letters for students, etc.
• Assist all categories of learners with academic and financial issues, as appropriate.

Special Knowledge, Skills, & Abilities

• Ability to work on multiple projects at the same time, prioritize workload, and work under pressure deadlines.
• Effective oral and written communication skills. Ability to communicate clearly and precisely with other team members, leadership, and other departments, both verbally and in writing.
• Ability to work both independently and as part of an administrative team.
• Must be able to exercise good independent judgment.
• Social/emotional acuity and the ability to navigate working in a nuanced and diverse environment.
• Ability to create an environment of open communication and transparency.
• Ability to understand their employees and tailor their management style to their needs.
• Ability to identify issues and develop strategies to resolve them.
• Proficiency with databases/spreadsheets, and JHU financial systems (SAP).
• Knowledge of JHU policies and procedures, payroll system, grants management and administration.
• Ability to maintain a professional demeanor and determine proper communication of confidential or sensitive information in interactions both internal and external to the Department.
• Ability to prioritize own work and work of staff as needed.

• 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.
• 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.

• Supervisory and management skills.

Classified Title: Sr. Administrative Manager
Role/Level/Range: ATP/04/PE
Starting Salary Range: $73,300 - $100,800 - $128,300 Annually (Commensurate with experience)
Employee group: Full Time
Schedule: Monday - Friday, 8:30 am - 5:00 pm
Exempt Status:Exempt
Location:Hybrid/Homewood Campus
Department name: Mathematics
Personnel area: School of Arts & Sciences