Johns Hopkins University Hiring for Administrative/Operations Manager Job at Columbia, MD Full Time

The JHU Whiting School of Engineering, Energetics Research Group is seeking an Administrative/Operations Manager (Associate Research Engineer) who will be responsible for the overall administrative and operational activities within the Center. The position oversees all administrative services including human resources, secure administrative operations and infrastructure, meeting management, and implementation of operating policies and procedures.

Specific Duties & Responsibilities:

Strategic Planning:

• Partners with the Director, Deputy Director, and Financial Manager to coordinate and oversee operations consistent with overall ERG, JHU, and US Government policies
• Evaluates and recommends facility and space needs as well as staffing requirements
• Assists in the development of new programs with internal and external collaborators to ensure goals and standards are met, monitors performance and implements correct actives as necessary

Financial Management:

• Facilities and operations purchasing decisions and budget management for general office functions, Security, Front Office, Meetings and Communications.
• Provide assistance to IT Manager regarding IT and communications equipment for personnel and meeting spaces
• Provide assistance to Director regarding lab related expenses.
• Provide assistance to Financial Manager regarding Operations Budget

Human Resource Responsibilities:

• Direct oversight of security, meetings, communications, and janitorial staff
  • Interview, hire, train, mentor, supervise, and staff development and performance
• Liaison between JHU Human Resources and ERG Management Team
  • Job requisitions
  • Hiring and termination processes
  • Performance improvement plans
  • Payroll oversight, administration, and inquiries for pay and/or benefits
  • Effort reporting and E210 administration
  • Oversight of compliance with HR policies
• Coordinate collaboration with ERG Management, communicate and manage University mandated HR and facility procedures
• Provide assistance to Director and Financial Manager regarding oversight of Independent Contractors

Management of Commercial Services:

• ERG Subscriptions to products and services
• Customer relations
• Coordination with security team for vetting customer points of access

Management of Meeting Personnel:

• 1 Meeting Event Planner and 1 Communications Assistant
• Oversight for Bi-Annual restricted/classified Meetings; 1 International (Every 4 years); and others as determined/contracted
  • Site selection / contract negotiation
  • Meeting planning processes and procedures
  • Communications / websites
  • Promotional activities and awareness
  • Publications
• Maintain and report associated contract and/or program income to respective sponsors
• Provide proposals and budgets for new sponsored meeting opportunities

Management of Front Office Administration:

• 1 Maintenance Assistant
  • Provides janitorial service to two secure facilities in Columbia, MD
• Liaison between office building (rental facilities) and the JHU Facilities and Real Estate
• Manage, monitor, and coordinate office space needs
• Phones, office equipment, mail, furniture, etc.
• Manage meeting space utilization (including scheduling etc.)

Administrative Liaison to the Joint Army-Navy-NASA-Air Force (JANNAF) Support Contract and the Technical Executive Committee (TEC):

• Contract Management
• CDRL Reporting (Monthly and Meeting Summaries)
• TEC Data Calls and collaboration activities
• TEC Meeting facilitation, minutes, and action items
• Membership Rosters

Other Responsibilities:

• Liaison between ERG and the Engineering Business Office
  • Monthly Administrative Manager Meeting
  • Continuity Plans
  • Space Allocations/Surveys

Internal & External Contacts

• Internal: Entirety of ERG Faculty and Staff; Individuals within the Engineering Business Office and Facilities Management; JHU Shared Services Centers for Human Resources, Payroll Offices, Sponsored Projects; Real Estate; Cash Accounting; and Tax Offices
• External: Liaison to the JANNAF Technical Executive Committee; DoD and NASA Contracting Officials; and the DoD, NASA, and DoD/NASA contractors within the JANNAF Community

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.

Preferred Qualifications:

• Masters/MBA preferred.
• Administrative, supervisory, and financial management experiences in university setting preferred.
• Working knowledge of JHU administrative and financial computing systems (JHU SAP).
• Active DoD SECRET security clearance.
• Experience in a DoD or Federal contract environment highly desirable.

Special Knowledge, Skills & 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, staff, and sponsors 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 (including distinguishing proper communication of confidential information) 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.

Additional Information:

• US Citizenship is required.
• Permanent employment is contingent upon obtaining a U.S. Government personal security clearance within a reasonable period of time.
• Occasional travel will be required.

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 the 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.

Classified Title: Associate Research Engineer
Working Title: Administrative/Operations Manager
Role/Level/Range: ATP/04/PD

Starting Salary Range: $59,870 – $82,250 annually (commensurate with experience)
Employee group: Full Time

Schedule: 5 days / 7.5 hours per day

Exempt Status: Exempt

Location: JH at CPIA Century Plaza

Department name: Energetics Research Group

Personnel area: Whiting School of Engineering

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 [email protected]. For TTY users, call via Maryland Relay or dial 711.

Johns Hopkins has mandated COVID-19 and influenza vaccines, as applicable. Exceptions to the COVID and flu vaccine requirements may be provided to individuals for religious beliefs or medical reasons. Requests for an exception must be submitted to the JHU vaccination registry. For additional information, applicants for SOM positions should visit https://www.hopkinsmedicine.org/coronavirus/covid-19-vaccine/ and all other JHU applicants should visit https://covidinfo.jhu.edu/health-safety/covid-vaccination-information/.

The following additional provisions may apply, depending on campus. Your recruiter will advise accordingly.

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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To apply, visit https://jobs.jhu.edu/job/Columbia-AdministrativeOperations-Manager-MD-21044/814573600/

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