Position is responsible for the overall administrative, financial, academic and operational activities of the Modern Languages and Literatures Department and the Center for Advanced Media Studies in the Zanvyl Krieger School of Arts and Sciences.
Specific Duties & Responsibilities: Performance Management
Supervise departmental administrative staff (Sr. Academic Program Coordinator and Budget Specialist)
Conduct annual reviews
Provide ongoing feedback and constructive criticism
Prioritize and direct work efforts, providing guidance and direction
Motivate for higher collaboration and performance
Conduct interviews and make recommendations for hire
Establish department's and CAMS budget
Prepare detailed annual budget for approval by Dean's Office
Review and approve online payment requests, travel and expense reimbursements, shopping carts, fund transfers and purchase orders
Review procurement card transaction to ensure compliance with policies; approve transactions, code paper receipts and maintain records
Partner with Budget Specialist to analyze budget trends and create reports as needed
Assist faculty PIs with grand submission via Coeus
Track and reconcile sponsored funds to ensure compliance with sponsor's rules and regulations
Oversee reconciling of accounts
Track budgets to ensure accounts are not overspent
Manage sponsored projects
Approve procurement card transactions
Oversee the payroll process for faculty, staff and graduate students
Prepare Department Graduate Aid (DGA)
Create and update DGA spreadsheet detailing graduate aid for each of the 60 graduate students.
Upload DGA to ISIS.
Initiate ISRs for graduate students to get them into payroll system.
Collaborate with Budget Specialist in processing payroll documents for faculty and staff
Collaborate with Academic Program Coordinator in processing payroll documents for graduate students
Manage and review payroll budgets for accuracy
Faculty Searches and Appointment Processes
Coordinate all aspects of faculty searches:
Draft and post advertisement for new faculty in professional publications and with JHUJobs
Compile and distribute dossiers to Search Committee members
Coordinate logistics for on-campus visits by short-list candidates
Draft appointment letters and forms and submit to the Dean's Office
Arrange for office space and administrative needs
Spearhead process for faculty, visiting faculty, scholars, postdocs and international visitors
Complete and submit Visa paperwork as necessary for international lecturers
Manage faculty (re)appointments
Administration and Facility Management
Manage, monitor and coordinate office space needs as necessary with Office of Facilities Management
Maintain key tracking system for all keys issued to faculty, staff and students
Coordinate faculty meetings, departmental lectures and special events to ensure that all logistics are completed on time
Oversee department's website to ensure accuracy and timeliness of content
Other duties as assigned
Minimum Qualifications (mandatory):
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.
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.
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.
Masters/MBA preferred. Administrative, supervisory and financial management experience in a university setting preferred.
Experience with federal funding and compliance preferred.
Special Knowledge, Skills, and Abilities:
Highly organized with attention to detail and ability to prioritize multiple responsibilities
Proficiency with databases/spreadsheets, and JHU financial systems (SAP).
Knowledge of JHU policies and procedures, payroll system, grants management and administration
Excellent communication skills, including the ability to interact with faculty, students and staff using tact, diplomacy and appropriate judgment
Ability to work independently as well as part of a team in a high-volume environment
Ability to maintain a professional demeanor in interactions both internal and external to the Department
Requires ability to work independently, and to exercise judgment with full accountability
Must be able to recognize and define problem areas and recommend/implement corrective action
Supervises 2 full-time staff members, currently Sr. Academic Program Coordinator and Budget Specialist
Oversees the department budget of $160,000 and the Center for Advanced Media Studies (CAMS) budget of $25,000.
Telecommuting may be required due to COVID-19 adjustments
Classified Title: Administrative Manager Role/Level/Range: ATP/04/PD Starting Salary Range: $59,280 - $81,435 annually 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: 10001364-Modern Languages and Literatures Personnel area: School of Arts & Sciences
The successful candidate(s) for this position will be subject to a pre-employment background check.
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 HR Business Services Office at firstname.lastname@example.org. For TTY users, call via Maryland Relay or dial 711.
The following additional provisions may apply depending on which campus you will work. Your recruiter will advise accordingly.
During the Influenza ("the flu") season, as a condition of employment, The Johns Hopkins Institutions require all employees who provide ongoing services to patients or work in patient care or clinical care areas to have an annual influenza vaccination or possess an approved medical or religious exception. Failure to meet this requirement may result in termination of employment.
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.
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Johns Hopkins University remains committed to its founding principle, that education for all students should be grounded in exploration and discovery. Hopkins students are challenged not just to learn but also to advance learning itself. Critical thinking, problem solving, creativity, and entrepreneurship are all encouraged and nourished in this unique educational environment. After more than 130 years, Johns Hopkins remains a world leader in both teaching and research. Faculty members and their research colleagues at the university's Applied Physics Laboratory have each year since 1979 won Johns Hopkins more federal research and development funding than any other university. The university has nine academic divisions and campuses throughout the Baltimore-Washington area. The Krieger School of Arts and Sciences, the Whiting School of Engineering, the School of Education and the Carey Business School are based at the Homewood campus in northern Baltimore. The schools of Medicine, Public Health, and Nursing share a campus in east Baltimore with The Johns Hopkins Hospital. The Peabody Institute, a leading professional school of music, is located on Mount Vernon Place in downtown Bal...timore. The Paul H. Nitze School of Advanced International Studies is located in Washington's Dupont Circle area.