Administrative Manager

We are seeking an Administrative Manager who will serve as the lead for the Department of Molecular and Comparative Pathobiology (MCP). This position will report to the Department Director and Basic Science Administrator and manage a department of 15+ faculty, 20+ staff, and 20+ postdoctoral fellows and graduate students. They will oversee financial, academic, administrative, strategic planning, philanthropy, regulatory compliance, and operations integration to anticipate existing and novel revenue streams. The Administrative Manager will partner with Basic Science Shared Resources to ensure program consistency and compliance. Molecular and Comparative Pathobiology is a basic science department within the School of Medicine. Department faculty conduct basic and translational research using animal models to study AIDS, cancer, degenerative CNS disease, cardiovascular disease, and infectious diseases. The department's postdoctoral training program trains veterinary scientists for careers in biomedical research. The department has an annual budget of over $12 million, primarily funded by sponsored projects. MCP is closely linked with Research Animal Resources (RAR) as all faculty and postdoc fellows supporting RAR are appointed in MCP.

Specific Duties and Responsibilities

Strategic Planning
•  Partners with the Department Director to coordinate and oversee strategic, operating, and tactical planning processes to ensure that the Department has clear goals and measures of success in conjunction with overall Department and SOM priorities.
•   Works with the Director to evaluate existing programs and the need for new programs; Evaluates and recommends facility and space needs as well as staffing requirements.
•   Assists in developing new programs with internal and external collaborators to ensure goals and standards are achieved; Monitors program performance and implements corrective actions as necessary in conjunction with the Director.
•   The Administrative Manager serves as the department liaison with the university, including the School of Medicine Business Office, Dean's Office, Research Administration, Academic Offices, OIS, JHU Controller's Office, and Tax and Finance offices"also participates in SOM and University ad-hoc committees. Managerial Responsibilities
•  Schedules administrative and academic staff to ensure appropriate coverage; Monitors attendance.
•   Interviews, hires, and trains new administrative and academic staff as appropriate.
•   Manages performance; onboards and develops staff; with HR implements progressive counseling and corrective actions as necessary.
•   Conducts annual performance appraisals of administrative staff; Sets annual performance goals.
•  Measures productivity and evaluates effectiveness through auditing processes.
•   Develops staff performance standards and provides feedback to staff.
•   Work with Basic Science HR on all HR/Payroll matters.
•   Provides coverage solutions during staff absence or turnover. Climate Setting and Leadership
•  Conducts self in an exemplary professional fashion to achieve goals and set an example for others within the department.
•   Establishes communication channels with staff, faculty, and senior leadership to ensure information on internal and external issues that affect the operations of the area is received.
•   In conjunction with the Director and other leadership, formulates overall tactical planning for growth and viability; Develops new administrative policies as needed to ensure smooth operation in the Department. Financial Skills & Competencies
•  In collaboration with the Basic Science Finance Office (BSFO), facilitate the annual operating and capital planning process.
•   Interpret financial data for monitoring, tracking, and providing variance explanations.
•   In conjunction with the BSFO, develop business plans that align with strategic priorities.
•   Ensure financial reports are provided by BSFO to the department director and faculty. Interpret financial transactions for users who must make economic and business decisions, including,
•  Financial projections
•  Startup monthly reporting
•  Control salary monitoring
•  Funds expenditure monitoring
•   Works with BSFO to prepare and provide ad hoc financial reports to the Director.
•   Assists Director in strategic planning and special projects.
•   Assists the Director and other School leadership in the development and tracking of business plans.
•   Develop strategies with the Department Director for establishing and utilizing discretionary funds for the Department's teaching and research missions in liaise with BSFO.
•   Partner with the BSFOto manage all non-sponsored financial lines of business (operational, gift/discretionary, Dowry, BDP, and endowment) and provide comprehensive reporting of all department financial and expense activities.
•   Reviews expenses in non-sponsored accounts.
•   Analyzes reports for discretionary expenses.
•   Oversees spending decisions and monitors the monthly reconciliation reports for all non-sponsored accounts.
•   Communicates with internal university offices such as the Business Office, Purchasing, Accounts Payable, Accounts Receivable, and other BS Shared Services and relays information to the team for compliance.
•   Partner with the Finance Office to approve EFORM and salary distribution changes for faculty and staff not supported by sponsored accounts.
•   Manages the capital acquisition process and ongoing equipment inventory changes. Human Resources and Administration
•  Partners with BS Human Resources and Department Director to develop and implement plans for the overall human resources and organizational development goals of the departments, ensuring that all personnel management functions are successfully performed, including recruitment and retention, employee relations, grievances, training orientation, separations, career development and the equitable administration of compensation programs.
•   Manages timesheet approval and non-research effort forms.
•   Work with BS HR to create and direct requisition activity and hires.
•   Ensures faculty recruitment activities are consistent with Standard Operating Procedures; Works with critical hires to ensure successful transition to the Baltimore area.
•   Assesses staffing needs and recommends solutions.
•   Work with BS HR to ensure compliance with all appropriate HR policies, including Faculty and Fellows.
•   Develops excellent working relationships with BS Human Resources; Ensures that all departmental human resource activities are carried out consistent with University personnel policies and develops new administrative policies as needed.
•   Identifies goals and objectives as they relate to staffing needs, job descriptions and assures compliance with institutional policies.
•   Responsible for the professional development of each staff member. Assures confidentiality and compliance with policy.
•   Assists with the recruitment and retention of faculty; Coordinates faculty appointments, annual reviews, and promotional documents.
•   Prepares justifications and summaries for staff promotion packages.
•   Refers employees to appropriate resources such as the Staff Assistance Program Risk Management and advises on training programs available through Talent Management, Organization Development. Research Responsibilities
•  With RMS, ensures the effectiveness of research operations within the Department.
•   High-level oversight of complex grants such as U42 Cooperative Agreement and C06 Research Facilities Construction grants.
•  Tracking Program income of RAR pigtail macaque external animal sales and providing updates to the sales coordinator.
•   In coordination with RMS, oversee the T32 and T35 training grants.
•   Develops and oversees strategic alliances with peer personnel in associated business entities.
•   With RMS & BSFO reviews non-sponsored expenses in support of research operations and increases productivity to improve operating budget performance.
•   Ensure lab safety protocols are in place and followed in labs; coordinate annual safety inspections.
•   Ensure lab faculty and staff are current and up to date on required safety training.
•   Work with the department director to assign and manage department space.
•   Work with the Basic Science Operations Manager to ensure space is properly allocated with SOM databases. Faculty/Academic Responsibilities
•  Manage clinical and academic faculty recruitment and appointment process.
•   Facilitate entry of new faculty hire approval requests via Medvitals.
•   In partnership with the Department Chair, developed detailed plans for department-wide faculty appointments (for current and new faculty at all levels) and promotions considering department strengths and weaknesses, growth, and research goals.
•  Complete annual faculty budget planning.
•  Lead the Faculty Compensation Plan for the department.
•  Compile and review faculty performance data for the Faculty Benchmark Initiative.
•  Review and approval of CAF tool data.
•   Assist Faculty with the new start-up process, including moving from the former institution, procuring new equipment, and orienting them to JHU, SOM, and ORA policies, procedures, and requirements. Student Program Responsibilities
•  Provide ongoing evaluation and oversight for Department Educational programs . click apply for full job details