Planetary Health Alliance (PHA) seeks a Sr. Administrative Manager to lead and direct its administrative, financial, and operational activities on a day-to-day basis for a new cross-university initiative. The position will work in close collaboration with the Senior Administrator in Environmental Health and Engineering and the initiative's Faculty and Executive Directors to achieve short- and long-term goals for establishing and building the new initiative. The new cross-university initiative is a coordinated effort across the divisions of the University and the Office of the Provost, with an administrative home in the Bloomberg School of Public Health (BSPH). The position requires continuous quality improvement and a customer service-focused approach to provide leadership focused on maintaining a positive and welcoming work environment that supports faculty, staff, students, and the growing Planetary Health community. Initially, the initiative houses four full-time staff, 1 post-doctoral fellow, 4+ affiliated faculty, and administers approximately $1 million in funds.
The Sr. Administrative Manager will have direct responsibility over finance, grant and contract activity, operations, human resources, and compliance. They will provide guidance and support to the initiative's Faculty and Executive Directors, staff and others, on business practices and plans to achieve desired outcomes both in terms of daily operations and sponsored projects. The Sr. Administrative Manager will ensure that financial and administrative policies, processes, and controls are properly designed, implemented, and adhered to, while also supporting strategic engagement with the broader JHU community and initiative's convenings. This position will report to the Executive Director and will manage 4 FTE's.
This position requires exceptional communication skills as well as the ability to build and maintain effective relationships both internal to JHU and externally.
Specific Duties & Responsibilities
In conjunction with Faculty and Executive Directors, Advisors, and other senior staff, participate in strategic planning conversations and provide input for operational and financial considerations.
As outlined by the strategic planning process, participate in short and long-range operational and financial planning for evaluation of new and existing research and educational programs; assessment of facility requirements; funding and staffing needs.
Organizing & Implementing
Work closely with initiative staff, Executive and Faculty directors to assist in outreach to the broader JHU community to introduce the initiative and engage as many faculty, students, schools, centers, and programs as possible in Planetary Health efforts.
Support operational and financial planning and implementation of appropriate space, travel support, honoraria, and other logistics.
Develop and maintain a sound management structure, operating policies, procedures, and staffing to meet the operational needs.
Direct the administration of grants, support the development and preparation of major research proposals and develop and review proposals from a financial and administrative perspective providing a lean business approach to related programmatic scope of work.
Develop standards of performance for activities, monitor performance and implement corrective actions as necessary.
Monitor accomplishment of agreed upon objectives for the finance and administration team. Where appropriate, institute corrective actions including reallocating resources, reprioritizing, and/or recommending modifications/variance to established plans or budgets.
Monitor use of resources in accordance with plans and budgets and provide reports to managers and supervisors to assist their control of resources in their areas of responsibility.
Establish administrative policies that guide the actions of managers and supervisors and provide guidelines for decision making, ensuring compliance with University directives and Federal and State laws and regulations.
Assign space utilized by all staff and managed related I.T. and equipment needs and research programs and assist in future space planning.
Oversee and manage Facilities & Maintenance requests.
Responsible for management of (review and approval) Financial/HR/Operational workflows; Concur, ISRs, OMT requests, Shopping Carts, TimesheetX, COEUS, etc.
Climate Setting & Leadership
Conduct oneself in a manner to achieve results in a way consistent with organization values and to provide constructive examples for others to do likewise.
Establish timely and effective communications with all constituents to keep them aware of important information and to receive information and feedback from them.
Maintain an active role in the JH community as a representative for Planetary Health and to represent the organization to both internal and external constituent groups in such a manner as to enhance the image of the Institute and to further its objectives. This may include assignment on University wide committees.
Develop positive employee relations and communications through consistent interaction with all employee groups.
Monitor compliance with policies and procedures. Develop protocols to ensure international compliance is monitored also.
Establish and monitor service delivery standards that are sensitive to faculty, staff, and student needs; and which ensure the effective day-to-day operations.
Act as an administrative liaison to ancillary services, such as Controllers Office, Human Resources and JHURA.
Assess and periodically update the status of infrastructure that supports research, teaching and practice activities and develops plans for maintaining and improving resources, including computing, communications, and academic support.
Human Resources Management
Direct the overall human resources and organizational development goals, ensuring that all personnel management functions are successfully performed, including recruitment and retention, employee relations, grievances, employee on-boarding, career development and the equitable administration of compensation programs.
Ensure that all human resources activities are carried out consistent with University personnel policies.
Collaborate with Central HR when specialized support is needed in the areas of employee relations, compensation, recruitment or leave/records management.
Directs day to day fiscal management for sponsored research, gifts, general funds, endowments and petty cash funds.
Assists Executive Director with preparation of quarterly budget variations and five-year budget projections.
Administer budget during the course of the fiscal year. Works with finance team to project salary support on a continuous cycle to alleviate funding gaps by addressing potential shortfalls as far in advance as possible.
Prepares three-to-five-year financial projections for sponsored research to anticipate changes in overall funding impacting faculty and staff.
Other duties as required.
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 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.
Classified Title: Sr. Administrative Manager Role/Level/Range: ATP/04/PE Starting Salary Range: Min $72,600 - Max $127,000 Annually ($97,880 budgeted; Commensurate with experience) Employee group: Full Time Schedule: 37.5 Exempt Status: Exempt Location: Hybrid/School of Public Health Department name: Environmental Health and Engineering Personnel area: School of Public Health
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.
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