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Johns Hopkins University SR. ADMINISTRATIVE MANAGER in Baltimore, Maryland

We are seeking a Sr. Administrative Manager at the Hopkins Extreme Materials Institute. The Hopkins Extreme Materials Institute (HEMI) is one of Johns Hopkins University's premier research institutes on the Homewood Campus. Established in 2012, HEMI includes faculty members and professional staff from the Whiting School of Engineering, the Krieger School of Arts and Sciences, and the Applied Physics Laboratory. The Institute includes collaborations with numerous associates from academia, government, and industry. HEMIs team of globally recognized researchers embraces the challenge of solving extremely complex research problems. This enables the Institute to not only develop and provide the tools needed to address today's problems, but also to lay the groundwork needed to build the basic science needed to address future threats and opportunities.

HEMI is the lead research organization for federally sponsored research consortiums which include over 40 university, industry, and government partners. The Institute serves as an incubator of new initiatives due to its agility and ability to respond to new opportunities. Additional information on HEMI is available at: https://hemi.jhu.edu/

Specific Duties & Responsibilities

Staff Management

  • Supervise/Train/Lead approximately 12-14 staff members at present.

  • Champions the importance and value of a diverse, equitable, inclusive, and respectful work environment.

  • Supervise the performance of administrative staff, conduct performance reviews, identify professional development opportunities, and establish a matrix organizational structure.

  • Develop staff job descriptions for new hires and restructure current job descriptions for upgrading of staff positions as needed.

  • Process requisitions for new hires, and performs other HR-related tasks, e.g., hiring, terminations, and performance management.

  • Conduct interviews and make recommendations for hire. Work closely with HR for appropriate grading and salaries.

  • Oversee and maintain compliance of the web-based time and attendance system.

  • Orient all new employees to the department; ensures all forms are properly filled out and submitted, and provide contact information of all necessary offices such as Human Resources, Parking, J-Card office, etc.

  • Conduct annual reviews and provide ongoing feedback and constructive criticism. Prioritize and direct work efforts, providing guidance and direction. Conflict resolution. Responsible for strategic planning for future department staffing needs.

  • Conduct administrative staff meetings, promote cross-training and provide a forum for information exchange.

  • Advise and assist staff with HR processes and policies.

  • Oversee staff workload and responsibilities.

  • Manage the appointments, promotions, and reappointments of faculty and postdoctoral positions. Oversee the faculty search process (i.e. request reference letters, Ad posting, etc.)

  • Process faculty, staff, and student visa requests.

  • Manage the administrative and facilities needs of HEMI in support of research and academic programs.

  • Promote and model a culture of exceptional service and support with an emphasis on pre-, and post-research proposal awards.

Financial Management

  • Provide oversight in the development, preparation, monitoring, projections, and reconciling of institute and center budgets (research, gift, discretionary account, etc.)

  • Demonstrate strong analytical skills and problem-solving capabilities and ability to weave robust analysis into strategic planning, influencing, and problem-solving.

  • Develop the department's fiscal operating budget annually with the Dean and Business Office financial staff to discuss the fiscal year's budget and five-year plan.

  • Participate in departmental strategic planning and assist with the implementation of new or revised strategies.

  • Provide financial reports and analyses used for strategic planning.

  • Monitor the percent of effort expended by faculty, staff, fellows, and students on research grants and contracts and maintain equivalent salary distribution on accounts.

  • Ensure that effort certification is completed within the deadlines.

  • Design and produce various reports utilizing institutional data to create quarterly and annual financial reports for HEMI Director.

  • Work as part of a team to complete activities related to research administration, pre- and post-award, including proposal development, preparation and submission, and post-award administration.

  • Develop and oversee staff completing sponsored research applications for accurate and timely submission.

  • Ensure proper management and compliance of all sponsored awards.

  • Address complex financial management problems, audit questions, contract, and management issues.

  • Review and approve SAP documents such as P-Cards, shopping Carts, non-payroll cost transfers, online check requests, and off-cycle check requests.

  • Maintain accurate records and reports to ensure compliance with relevant policies.


  • Develop new administrative policies and procedures as needed to ensure smooth operation of the institute.

  • Work collaboratively with institute and school leadership and staff to translate broad directions into concrete goals and accomplishments.

  • Maintain space and equipment inventories for compliance with JHU and governmental guidelines.

  • Oversee large events such annual technical reviews, Mach Conference, and workshops.

  • Serve as the university liaison for all administrative, financial, and operational matters, including representing the Institute in Divisional and Interdivisional meetings.

  • Participate in the School working groups to provide guidance and recommendations for issues that may impact the Whiting School of Engineering.

  • Establish and maintain positive professional liaisons both internal and external to the Institute, Center, school, and university.

  • Outlining existing opportunities to improve space utilization and define needs and justification for additional space to WSE Administration.

  • Ensure proper security, safety, upkeep, renovations, and repair of all the offices and lab areas.

  • Oversee general facilities operations, IT and other issues, and administrative processes.

Minimum Qualifications

  • Bachelor's Degree in Business, Finance, Accounting, or other related fields.

  • Five years of 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.

Preferred Qualifications

  • Master's Degree in Finance or Accounting preferred.

  • Demonstrated significant experience with financial analysis, financial reporting, budget development, and forecasting required.

  • Demonstrated significant experience in administrative management.

Special Knowledge, Skills & Abilities

  • Highly organized and detail-oriented with the ability to prioritize multiple responsibilities.

  • Comprehensive knowledge of SAP and all of its functions.

  • Able to identify short and long-term problems, strengths and weaknesses of current practices, alternatives, and implementing creative solutions to address complicated issues.

  • Advanced proficiency in Microsoft Office Suite applications (Word, Excel, and PowerPoint).

  • Excellent communication and organizational skills.

  • Ability to manage budgetary matters at both high oversight and detailed analysis level.

  • Ability to work independently.

  • Knowledge of JHU policies and procedures.

  • Knowledge of federal regulations related to sponsored funding for educational institutions (Circular A-21, A-133, and FARS).

  • 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.

Classified Title: Sr. Administrative Manager

Role/Level/Range: ATP/04/PE

Starting Salary Range: $71,230-$97,880-$124,510 Annually (Commensurate with experience)

Employee group: Full Time

Schedule: M-F/8A - 4:30P

Exempt Status: Exempt

Location: Hybrid/Homewood Campus

Department name: ​​​​​​​Hopkins Extreme Materials Institute

Personnel area: Whiting School of Engineering

Total Rewards

The referenced salary range is based on Johns Hopkins University’s good faith belief at the time of posting. Actual compensation may vary based on factors such as geographic location, work experience, market conditions, education/training and skill level. Johns Hopkins offers a total rewards package that supports our employees' health, life, career and retirement. More information can be found here: https://hr.jhu.edu/benefits-worklife/

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:

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 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.

**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.

The successful candidate(s) for this position will be subject to a pre-employment background check. Johns Hopkins is committed to hiring individuals with a justice-involved background, consistent with applicable policies and current practice. A prior criminal history does not automatically preclude candidates from employment at Johns Hopkins University. In accordance with applicable law, the university will review, on an individual basis, the date of a candidate’s conviction, the nature of the conviction and how the conviction relates to an essential job-related qualification or function.

The Johns Hopkins University values diversity, equity and inclusion and advances these through our key strategic framework, the JHU Roadmap on Diversity and Inclusion (https://diversity.jhu.edu/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

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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.

Equal Opportunity Employer:

Johns Hopkins University is an equal opportunity employer and does not discriminate on the basis of race, color, gender, religion, age, sexual orientation, national or ethnic origin, disability, marital status, veteran status, or any other occupationally irrelevant criteria. The university promotes affirmative action for minorities, women, disabled persons, and veterans.