Sr. Administrative Manager (Department of Civil Engineering)

Johns Hopkins University•Baltimore, MD

5d•$75,135 - $131,510•Hybrid

About The Position

We are seeking a Sr. Administrative Manager who will serve as a key administrative and operational leader for the Department of Civil and Systems Engineering (CaSE), partnering with department leadership, faculty, students, Whiting School of Engineering (WSE) offices, and Johns Hopkins University (JHU) central offices to support the department’s academic programs, faculty affairs, faculty research support, and strategic priorities. The position provides leadership and coordination across complex departmental functions, with particular emphasis on data-informed decision-making, the faculty lifecycle, and effective service delivery. The Sr. Administrative Manager is responsible for overall administrative, financial and/or operational management for a large and complex department typically with activities on multiple sites and/or multiple service lines. (Generally defined as an operating budget between $10 mil - $19 mil and 50+ employees). This position provides strategic direction and day-to-day oversight of administrative and financial matters. Areas of focus include finance; human resources; academic, research or clinical operations; compliance; infrastructure matters. The Sr. Administrative Manager is responsible for most or all the following: staff supervision and performance management; HR support for direct and indirect reports; budget management and administration; oversight of financial functions and processes; facilities/space management oversight; operational activities of a clinical or academic/research department.

Requirements

Bachelor’s Degree in Finance, Accounting, Business or a related field.
Five years of progressively responsible professional-level administrative or financial experience related to monetary or non-monetary resources of a center or unit within an academic, research, academic medicine, or comparable environment, e.g., planning, directing, monitoring, organizing, and controlling monetary and non-monetary resources.
Supervisory experience.
Proficiency with university enterprise and reporting systems used to support academic, faculty, financial, and administrative operations.
Budgeting - Advanced
Financial Administration - Advanced
Financial Documentation and Reporting - Advanced
Financial Policy - Advanced
Human Resources Management - Advanced
Operational Oversight - Advanced
Oral and Written Communications - Advanced
Regulatory Compliance - Advanced
Strategic Planning - Advanced

Nice To Haves

Master’s Degree in a related field.
Demonstrated administrative leadership experience in a research-intensive higher education environment, including substantial experience supporting faculty affairs and complex academic operations.
Demonstrated ability to use data and performance measures to inform decision-making, lead through change, improve organizational processes, and respond to evolving institutional priorities.
Additional education may substitute for required experience and additional related experience may substitute for required education beyond a high school diploma/ graduation equivalent, to the extent permitted by the JHU equivalency formula.

Responsibilities

Provide oversight for the development, preparation, monitoring, projections, and reconciliation of budgets (clinical revenue, general funds, research, gift, discretionary account, etc.).
Ensure the accuracy of monthly account statements.
Oversee preparation of various forms, journal entries, vouchers, system transactions, electronic budgets, and expenditure transactions.
Oversee the procurement process for all assigned accounts.
Oversee the maintenance of accurate records and preparation of documents and timely response to audit requests.
Advise leadership on resource needs and financial risks.
Develop, update, and amend departmental financial processes and policies.
In partnership with the department leadership develop annual operating budget(s) and five-year plans.
Provide detailed analysis, evaluation, and projections to support strategic plans.
Develop and maintain various finance management systems.
Design and produce various monthly, quarterly, and annual reports used for strategic planning.
Oversee the planning, production, and execution of key events and other activities.
Mentor staff and provide support for training.
Monitor staff workloads, prioritize work efforts, and advocate for additional resources as necessary.
Responsible for the coordination, implementation, and completion of various strategic initiatives.
Supervise performance of direct and indirect professional/support staff, conduct performance reviews, and salary administration.
Develop administrative policies and procedures needed to ensure smooth operations
Manage space and facilities issues.
Work with departmental Human Resources support to establish and promote growth opportunities within the area, maintain equity, consistently apply policies and procedures, establish a positive working environment, and minimize staff turnover.
Work with appropriate HR resources to determine and implement solutions that address non-routine HR problems promptly.
Support faculty and staff supervisors in human resources administration: help develop staffing and personnel management plans, consult on hiring issues, assist with performance management issues and disciplinary actions, oversee salary planning.
Ensure that all human resources activities are carried out consistent with university personnel policies, e.g. goal setting and performance reviews, payroll actions, visa applications, time and attendance recording, onboarding, etc.
Responsible for oversight of clinical, academic or research operations and programs.
Partner with department leadership to support short- and long-term planning and decision-making through data-informed analysis.
Develop and utilize academic, enrollment, operational, and service-level metrics to assess effectiveness, identify trends, anticipate resource and support needs, and recommend improvements to departmental programs, processes, and service delivery.
Lead and coordinate the administrative lifecycle for faculty and related academic appointments, including recruitment and onboarding coordination, appointments and reappointments, visiting faculty and postdoctoral appointments, immigration-related coordination, transitions, and other faculty-affairs processes in partnership with the WSE Faculty Affairs Office.
Serve as a key resource to faculty and department leadership throughout these processes.
Serve as a primary departmental coordination point across WSE and JHU central offices to support faculty and departmental needs.
Facilitate effective service delivery across functions such as research administration, human resources, finance, academic affairs, and other university services; coordinate resolution of complex issues and help ensure timely, consistent, and responsive support.
Collaborate with marketing and communications partners to strengthen the department’s visibility and competitive position and promote its academic, research, faculty, and student achievements.
Oversee and coordinate high-profile departmental events and engagement initiatives that advance the department’s reputation, strengthen connections with prospective students, alumni, industry partners, and the broader academic community, and support departmental growth and strategic priorities.
Other duties as assigned.