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We are seeking an **_Administrative Manager_** to manage the administrative operations (and associated administrative support staff), scheduling, and administrative activities of the Director for the Department of Medicine for Johns Hopkins University School of Medicine and the Director’s administrative leadership team. Administrative Manager will report directly to the Director with a dotted line relationship to the department administrators. This job encompasses the administrative management of the activities of a large and multipart office structure at East Baltimore and Bayview; includes coordinating Director’s activities, small and large engagements and scheduling, faculty interactions, faculty appointments and letters of support; interactions with the office(s) of the Dean(s), other departments’ directors, donors and executive offices of The Johns Hopkins Hospital, Johns Hopkins Bayview Medical Center and Johns Hopkins Health System.

Specific Duties & Responsibilities

_Administrative and Operational Leadership_

+ Develop policies and oversees the implementation and monitoring of administrative support, and sets guidelines for effective, efficient, and administrative operations. Manage all administrative coordinators within the Office of the Director.

+ Serves as Office Manager for the Office of the Director; responsible for generating the schedule, monitoring administrative coordinators’ productivity and performance.

+ Review and develop staff job descriptions necessary for new hires and restructure current job descriptions for upgrading of staff positions at administrative assistant levels. Work closely with DOM Human Resources for appropriate grading and salaries.

+ Supervise administrative staff. Assist vice-chairs, administrators, associate administrators with hiring/firing/discipline of staff necessary for day-to-day office operations.

+ Coordinate and approve administrative staff absences, leave and overtime. Oversee and maintain compliance of the web-based time and attendance system (E210).

+ Develop new administrative policies and procedures as needed to ensure smooth operation of the Office of the Director. Make recommendations to Director, Administrators and Vice Chairs in the form of decision options.

+ Serve as primary point of contact for faculty and trainees who require letters of support from the Director in support of appointment, grant application or other, competitive processes

+ Review all documentation that comes to the Director for signature ensuring their completeness and no obligations are made on behalf of the department without explicit approval

_Program Planning and Management_

+ Independently provides support with respect to event planning, policy development and strategy development, and makes recommendations accordingly.

+ Responsible for regular reporting to Administrators and Vice Chairs for operational support

+ Works with Divisional Directors to establish, develop and revise meeting agendas to ensure the continuity of ongoing discussions and problem resolution with the Director; under the direction of the Director, effectively communicates all new/revised policies to faculty.

+ Prepares documentation for faculty reviews, updates and ongoing efforts.

+ Ensures follow up on assignments made in meetings to keep projects/tasks on established timelines

+ Tracks ongoing department issues and initiatives and ensures matters are addressed regularly at appropriate meetings

+ Oversees planning and execution of events sponsored by the Office of the Director (e.g., faculty retreats, DOM Town Hall, Research Retreat, etc.)

+ As needed, addresses patient concerns and ensures prompt resolution of their concerns. Coordinates with Patient Relations and affected parties to seek resolution.

_Financial_

+ Works with designated finance manager to monitor expenses and financial activity of the Office of the Director.

+ Assists with budget preparation for accounts, reviews expenditures and reconciliation of accounts, develop strategy for expenditure control.

+ Act as division level approver for financial transactions and reimbursements for administrative personnel.

+ Oversees procurement card and reimbursement activities associated with the Director; reconciles purchases according to JHU policy.

_Climate Setting and Leadership_

+ To conduct self in an exemplary fashion to achieve goals and set example for others within the Office of the Director.

+ To establish communication channels with staff and faculty to ensure that they receive information on internal and external issues which effect the operations of the assigned areas, as well as provide advice, assistance, and service that aids them in attaining related objectives; and to be a source of information to senior leadership and other external and internal personnel.

Contacts

+ Internal - Dean(s)’ offices, Department of Medicine Administration, the Fund for Johns Hopkins Medicine, Equipment and Space Accounting, General Accounting, Payroll, Accounts Payable, Purchasing, Information Systems, etc. as needed. Various other departments and divisions in the Department of Medicine and School of Medicine.

+ External - External affiliated hospitals’ executive teams, government and private agencies granting research funds (e.g., NIH, AHA, foundations, and drug companies, etc.), donors, and various vendors and service providers (e.g., supply companies, professional medical organizations and societies, contractors).

Minimum Qualifications

+ 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.

Preferred Qualifications

+ Master’s Degree (or equivalent degree) in related discipline.

+ Seven years of related experience.

Classified Title: Administrative Manager

Role/Level/Range: ATP/04/PD

Starting Salary Range: $62,900 - $110,100 Annually ($86,500 targeted; Commensurate w/exp.)

Employee group: Full Time

Schedule: M-F 8:30-5:00

FLSA Status: Exempt

Department name: ​​​​​​​SOM DOM General Admin Chairmans Offf

Personnel area: School of Medicine

The listed salary range represents the minimum and maximum Johns Hopkins University offers for this position, based on a good faith estimate at the time of posting. Actual compensation will vary depending on factors such as location, skills, experience, market conditions, education, and internal equity. Not all candidates will qualify for the highest salary in the range.

Johns Hopkins provides a comprehensive benefits package supporting health, career, and retirement. Learn more: https://hr.jhu.edu/benefits-worklife/.

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

https://www.eeoc.gov/sites/default/files/2023-06/22-088_EEOC_KnowYourRights6.12ScreenRdr.pdf