Within the structure of the Department of Physics and Astronomy, the Administrative Manager is responsible for administrative and financial activities for The Institute for Data Intensive Engineering Sciences (IDIES). This is an interdisciplinary collaborative institute that focuses on the development and application of data intensive technologies in physical and biological sciences and engineering. Managed through IDIES are two shared computing facilities, the Maryland Advanced Research Computing Center (MARCC) --a multi institutional computing facility located on the Bayview Campus and the Homewood High Performance Cluster (HHPC)—an adaptive shared facility designed to support large scale computations on the Homewood Campus. This position oversees the daily administrative and operating activities of the institute and computing facilities and represents each in public relations/liaison capacity on matters relating to new and existing project administration maintenance and development.
Duties and Responsibilities:
Supervise and coordinate activities and workflow for two staff members, a Financial Analyst and Sr. Administrative Coordinator.
Set employee goals and objectives.
Plan, prepare, and revise work schedules and assignments according to need.
Review performance data (monthly and quarterly executive summaries) to monitor and measure productivity, goal progress, and activity levels.
Conduct annual reviews for two staff members. Identify performance gaps and potential performance interventions.
In conjunction with the staff member, identify training and development opportunities to improve performance and assist with career goals. This may include one-on-one mentoring or group training.
Provide ongoing feedback and constructive criticism for staff.
Resolve conflicts that interfere with the productivity of the department and seek HR input as needed.
Promote a positive climate to improve productivity and increase performance.
Encourage continuous learning to enable staff to grow in their roles.
Approve and track leave requests.
Conduct interviews and make recommendations for hire.
Serve as backup as needed during times of absence or heavy work volume.
Sponsored Projects Administration/Pre-Award
Advise Institute members of funding opportunities.
Work with the PI and other members of the submission team, including potential subawardees/subcontractors, to prepare any new, renewal, continuation, supplemental, revision or pre-application package to be sent to a sponsor for consideration.
Review and interpret sponsored program announcements to ensure that applications conform to requirements (i.e. target dates and times, font size, as well as institutional, PI, page and budget limits); communicate information derived to the submitting investigators.
Meet with investigator(s) to discuss the project and determine what resources will be needed to carry out its goals.
Advise investigators and budgetary staff on appropriate language for grant presentation (e.g., budget justification, publication lists, abstracts, level of effort) and compliance issues.
Serve as liaison between members of the submission team and the sponsoring agency and the KSAS BARA SRO when there are questions of regulation and /or program language interpretation questions.
Draft and finalize a budget after analysis of costs that will reflect the goals of the project.
Work with the investigator(s) to prepare a budget justification/narrative that explains why costs are programmatically necessary and how they were calculated.
Work with investigators to prepare or maintain other applicable documentation (i.e. current and pending support pages, biographical sketches, conflict of interest lists, bills of material etc).
Initiate internal routing and review. This involves creating a proposal in Coeus, collecting, uploading and/or adding information and documentation to the online proposal then producing certification pages for investigator review and signature.
Ensure internal routing is complete and the application has received the go-ahead from both the Department Sr. Financial Manager and the KSAS BARA SRO.
Upload the application via sponsor's electronic proposal submission system (i.e. FastLane, STGMS, Grants.gov etc.)
Assist PI with the final review of application to ensure that all restrictions, requirements and special considerations are met and the proposal is administratively in its finest and final form before submission.
Coordinate submission of the application by whatever means are detailed by the sponsor.
Direct submission of large multi-center proposals that require collaboration among various entities.
Ensure the overall administrative and operational support of the Institute.
Provides oversight and expectations for small and large events including colloquia and conferences in partnership with the Sr. Administrative Coordinator.
Create budget for events and sets expectations for Sr. Administrative Coordinator to follow through with event coordination.
Coordinate and work closely and collaboratively with the Institute's Communications Team in the creation of the Institute's newsletter and annual publication.
Coordinate and administer the Institute's Seed Funding program by setting deadlines, coordinating announcements, collecting proposals and evaluating for completeness, disseminating to reviewers, contacting awardees, transferring funds, and monitoring progress of award through the project end date.
Work in concert with the department's Administrator, Sr. Financial Manager, and other Assistant Managers to determine the general, financial, and administrative services required to plan and execute strategic initiatives and to bring about increased productivity and cost effectiveness.
Seek alternative or innovative solutions to problems, and collaborate with the other managers, PIs and staff in problem resolution.
Act as a resource for the faculty, researchers, managers, and staff on administrative matters.
Work closely with the department Administrator, Institute Director, and Department Chair to ensure compliance with departmental policies and procedures, JHU internal controls and government regulations to effectively carry out the mission and long-term goals of the Institute. Assess current policies and practices and develop and implement new administrative processes and procedures in collaboration with the Department Administrator, Center Director, and department Chair.
Assist the Institute Director and Administrator with completion of internal and external surveys.
Review and edit the Institute's Charter as needed.
Direct special projects for the department as assigned.
Financial Management and Service Center Oversight
Oversee all of the Institute's service center and operating accounts, including budget planning and forecasting.
Monitor use of resources in accordance with plans and budgets and provide reports to Institute Director and Department Sr. Financial Manager.
Review and approve Service Center reconciliation statements prepared by Financial Analyst.
Meet monthly and quarterly with Service Center Managers, Institute Director, and Senior Leadership to discuss status of service center accounts and projected expenses.
Development and forecasting of the Institute's yearly operational budget and Service Center rate schedules.
Prepare detailed narrative to explain all financial anomalies and future planning.
Meet to discuss yearly budget with Institute's Director, Department Sr. Financial Manager, and Administrator. Compile and report on statistical data for the Institute's annual report and as needed throughout the year.
Review and approve highly complex procurement transactions, including equipment purchases, pcard, shopping carts, online payments, and journal transfers.
Review any service contracts for the group prior to passing on to the proper agent within Supply Chain for approval and execution.
Serve as liaison between the Sr. HR Coordinator and faculty, staff and students.
Review and approve staff E210 record for leave accruals and balances.
Track personnel cost information and initiate all e-forms for respective group.
Pre- and post-review effort for staff, faculty, researchers and students to ensure appropriate allocation of effort. Review and approve ISRs that are completed by the departmental Sr. HR Coordinator.
Work with Institute Director, Managers, and Sr. HR Coordinator in initiating recruitment of Staff, Postdoctoral Fellows, and Research Scientists.
Work with Sr. HR Coordinator to complete all new and renewal appointments and visa applications.
Ensure timesheets for undergraduates and Temporary/Casual employees are signed by Manager and submitted to Sr. HR Coordinator. Act as back up to Sr. HR Coordinator during absences.
In coordination with the Department Administrator, oversee general facilities operations for the Institute, including space allocation, renovation, and resource monitoring.
Work with the Sr. Administrative Coordinator to manage space needs and assignments for all current and newly arriving group members. In coordination with the Financial Analyst identify and maintain an inventory of the fixed assets for their assigned group.
Maintain awareness of safety rules and procedures regarding research facilities for their group such as clean rooms, experimental labs and computing facilities.
Monitor usage of research facilities for their group (e.g., clean rooms, experimental labs) as needed for service center billing.
Business Partner Relationships:
Cultivate positive interactions and relationships with external industry/ business partners.
Partnering with BARA, negotiate and prepare contracts following University and company standards and protocols.
Build trust and nurture long-term relationships with external industry/ business partners.
May be asked to locate, propose or contact potential external industry/ business partners; discovering and exploring opportunities.
Bachelor's degree (additional directly related experience may be substituted for education to the extent permitted by the JHU equivalency formula). Minimum of five years financial and supervisory experience.
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.
Knowledge, Skills and Abilities:
High proficiency in related financial systems is required (SAP, Excel)
Position requires high level business acumen, attention to detail, and organization.
Demonstrated experience making significant decisions and recommendations regarding department finances.
Individual must utilize comprehensive knowledge of applicable laws and regulations and the university's financial accounting system to ensure internal and external compliance.
Shares accountability for managing financial transactions.
Strong written and verbal business communication and presentation skills; representing department in related meetings and in submission of assigned work.
Classified Title: Administrative Manager Role/Level/Range: ATP/4/PD Starting Salary Range: Commensurate with experience Employee group: Full-time Schedule: M-F, 37.5 hours/week Employee subgroup: Exempt Location: Baltimore, MD Department name: Physics and Astronomy Personnel area: Krieger School of Arts & Sciences
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