Job Description

We are seeking an Administrative Manager for the Department of Psychological and Brain Sciences plays a key leadership role in the administrative management of the department, providing strategic direction, enhancement, and guidance on financial, human resources, academic, compliance, operations, and infrastructure matters. The Administrative Manager fosters improvements in policies and procedures in the department and ensures efficient operations of all areas of the office. Furthermore, the Administrative Manager maintains and nurtures effective communication and partnerships throughout the school and university by conferring with leadership on issues pertaining to administrative functions and proactively representing the department. Additionally, this position will play a key role in determining and implementing the department’s administrative interface with university-wide initiatives such as OneNeuro and/or AIX. The Administrative Manager is directly responsible for financial, administrative, and operational activities within the department including staff supervision and performance management; HR support for indirect reports; non-sponsored budget management and administration; faculty, staff, and student payroll; p-card management and administration; graduate aid distribution; facilities management oversight; faculty search administration; and academic affairs oversight. The Administrative Manager also provides leadership and guidance on financial, human resources, and academic matters for the David S. Olton Program in Behavioral Biology and is directly responsible for the program’s financial administration. In addition, the Administrative Manager provides leadership, guidance, and support for the Science of Learning Institute, and is directly responsible for the administration of the Institute’s non-sponsored funding.



Specific Duties & Responsibilities

Conduct interviews and make recommendations for hire for key staff positions.
Oversee and manage staff hiring process from requisition through onboarding.
Strategic planning for department staffing.
Conduct performance evaluations and salary administration for direct reports; provide ongoing feedback and constructive support; initiate salary/HR-related ISR transactions.
Supervise time and attendance for direct reports; review and facilitate time and attendance for indirect reports.
Oversight for staff termination process (voluntary and involuntary terminations)
Administrative management of positions in department (documentation and codification of position descriptions and duties), manage all positions using OMT system.
Provide support for training and development of staff; direct staff training as necessary.
Prioritize and direct work efforts as necessary.
Conflict resolution.
Notify staff of human resources-related information and changes (benefits, holiday/university closures, safety, policy manual updates, etc.)
Provide human resources support for administrative and lab/technical staff who are supervised by faculty in the department.
Oversight for hiring and termination for administrative and lab/technical staff who are supervised by faculty in the department.
Provide support for faculty who intend to hire lab/technical staff including drafting and/or editing job descriptions and providing feedback regarding proposed hires, including guidance with respect to work eligibility (particularly for OPT hires)
Manage the hiring process from requisition through onboarding.
Direct the training efforts for new lab/technical staff who will have administrative or financial responsibilities within their lab.
Administrative support for indirect reports (documentation and codification of position descriptions and duties), including OMT management.
Support and/or effect conflict resolution.
Liaise between faculty supervisors and human resources.
Serve as point of contact for human resources-related questions from faculty, adjunct faculty, lecturers, and other non-tenure-track appointees (postdocs, research faculty)
Execute all visa-related transactions for appointees as necessary (J-1, H-1B, or other visa types as appropriate)
Work with new appointees to get them up and running with all JHU systems.
Initiate all ISR/EA transactions for administrative, lab/technical staff, and appointees throughout the department.
Enter hourly time into CATS for hourly staff employees.
Provide strategic fiscal planning, management, and oversight of all departmental budgets.
Reconcile, verify, allocate, approve, and project expenses on all non-sponsored budgets within the department.
Direct expenditures and transactions on all non-sponsored accounts in the department and Behavioral Biology program
Identify and direct the resolution of budgetary discrepancies involving non-sponsored budgets; approve expense transfers in SAP.
Oversee internal expense allocations (undergraduate and graduate programming accounts, undergraduate student travel funds, and graduate student travel allocations)
Review and recommend approval for all sponsored proposal budgets.
Act as authorized signature of chair.
Develop budgets in draft form for submission by chair.
Develop and maintain supplemental/shadow tracking reports for internal/JHU faculty awards to ensure the accounts are not overspent (Catalyst and Discovery awards)
Initiate all ISR/EA transactions for student payroll.
Maintain undergraduate hourly payroll in TimesheetX; approve and activate new hires; assign approver; approve timesheets.
Give instructions to new student employees regarding I-9 procedures and tax withholding forms; communicate with international students regarding special payroll concerns.
Coordinate details and payroll arrangements for students who are receiving funding from non-JHU entities (training grants, federally funded fellowships, country-of-origin fellowships)
Process all paperwork for visiting undergraduate students.
Approve e-forms when labor distributions change.
Review TimesheetX time entry for hourly paid students.
Process work-study continuation forms as necessary.
Enter graduate student financial support packages in DGA system annually and/or as changes are needed.
Verify and approve p-card transactions for all p-card holders in the department (varies between 15 and 20 cardholders)
Work with cardholders to ensure compliance with university p-card policies.
Direct and approve non-payroll cost transfers to appropriately allocate transactions that may not have been appropriately assigned.
Provide back-up documentation and explanation in response to periodic checks from the Dean’s Office on randomly selected p-card transactions.
Review all departmental business expense and travel expense reimbursement transactions.
Provide strategic space planning.
Serve as building maintenance coordinator for departmental facilities requests.
Ensure proper security, safety, upkeep, renovations, and repair of all PBS areas on campus (Ames, Krieger, Dunning, and Mudd Halls)
Approve non-departmental use of department-controlled space.
Oversight over all office and lab space use and needs.
Ensure needs of human and animal lab spaces are met.
Work with department safety officer to implement lab safety protocols wherever lacking.
Coordinate routine safety inspections of lab spaces.
Liaise with KSAS Facilities Team as necessary for large-scale projects.
Post advertisements in appropriate publications as well as on the JHU Jobs/HERC website.
Establish online application interface with Interfolio.com; ensure that members of search committee have appropriate access to retrieve and review online applications.
Monitor each application submitted for completeness.
Work with Administrative Coordinator to develop itineraries for each interview candidate; oversee on-campus visit process.
Communicate with applicants regarding committee decisions.
Compile data for preliminary and final reports as required by the Dean’s Office
Direct and provide guidance to Academic Program Administrator and/or Sr. Academic Program Coordinator when necessary, regarding issues relating to graduate and undergraduate programs and activities.
Ensure that student body needs are addressed.
Ensure that department adheres to established policies and procedures regarding admissions, student, and course-related data/materials.
Ensure that summer, intersession, and SOUL programs payments are made to PBS instructors, including obtaining prior authorization for incidental activities for J-1 visa holders who teach under these opportunities.
Execute the appointments of adjunct faculty and lecturers.
Initiate, coordinate and support the annual evaluation process of adjunct faculty and lecturers.
Collaborate as necessary regarding teaching assistant assignments.
Work closely with PURA coordinator, recipients, KSAS DBO to ensure adherence to established guidelines.
Develop and maintain shadow tracking spreadsheet to record individual PURA transactions and ensure they are allocated to the appropriate student’s award; ensure each award is not overspent and complies with established University financial policies and regulations.
Work with Academic Program Coordinator, Academic Program Assistant, and Psi Chi officers to ensure proper administration of the society’s account, including proper remittance of dues fees.
Support department morale activities (annual “welcome back” and holiday events)
Distribute mail in absence of Administrative Coordinator
Ensure that department’s common, administrative, and storage areas are organized, clean, and functional.
Direct the maintenance of department’s website.


Special Knowledge, Skills, & Abilities

Knowledge of JHU as an enterprise including administrative, human resources, financial, student-related, and academic policies and procedures.
Ability to work on multiple projects simultaneously and prioritize workload.
Ability to work under time pressure.
Effective communication skills (written and oral)
Ability to work independently as well as part of a team.
Ability to use standard software package (MS Office suite and Adobe), SAP, SIS, Fibi, Interfolio, basic email system and instant messaging system.