Administrator

The Department of Neuroscience is seeking an Administrator. This leadership position reports directly to the Department Director. The Administrator will manage a complex research Department comprised of 50 faculty led research labs, a large training programs, and 187 personnel. Both research and education programs are organized across departments and schools and they receive complex funding from School of Medicine and University levels. The Administrator will work closely with the Director in both strategic planning around budgets, programs, and faculty. The successful candidate will bring high-level experience in financial, administrative, and strategic planning to manage existing and anticipate novel revenue streams.

Specific Duties & 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 operational and financial success, to support Department, School of Medicine, and University priorities and policies.
• Evaluates and recommends facility, space allocation, and renovation needs across the Department.
• Evaluates and recommends Department staffing requirements and interfaces with School of Medicine and University shared services in support of faculty.
• Assists in the development of new programs with internal and external collaborators to ensure goals and standards are achieved.
• Disseminate goals and plans to staff through various means such as in-services, planning retreats, training, briefings, memos, etc.
• Create high-quality presentation materials and communication documents for senior School leadership, especially on budget and financial planning matters.
• Assess readiness among stakeholders and identify potential barriers/risks. Prepare the stakeholders for change and assist with the implementation of change. Coordinate change management efforts to support the SOM
• Research Finance Office-led high-level strategic initiatives

Managerial Responsibilities

• Supervises the administrative, academic, and financial staff in their execution of pre-award and post award grants management.
• Schedules administrative staff and ensures appropriate coverage for all responsibilities.
• Monitors attendance and approves leave requests.
• Interview hires and trains new administrative and research (lab) staff as appropriate.
• Manages performance and develops staff.
• Implements progressive counseling and corrective actions as necessary.
• Conducts annual performance appraisals of administrative staff and sets annual performance goals.
• Measure productivity and evaluates effectiveness through auditing process.
• Develops staff performance standards and provides feedback to staff.

Financial Skills & Competencies

• Serve as a point of direct contact for SOM leadership in all financial and budgetary concerns.
• Partners with Director in strategic financial planning and makes recommendations on department growth and development. Manage research and education funding portfolio risk at both individual faculty and department levels.
• Responsible for the budgeting, reporting and management of all departmental University funds, research grants, contracts, affiliation agreements, endowments, general funds, discretionary accounts.
• Develops operational and financial objectives, leads short and long range financial, operational, and strategic planning. Develops systematic methods for evaluating the financial impact of programs, special projects and performance improvement initiatives in the research areas.
• Evaluate and manage financial models and applications including internal controls and staffing models.
• Performs all assigned financial analyses and approvals as required to maintain fiscal control (productivity and
• Perform continuous analyses and strategic consultation to identify areas for revenue improvement and cost savings. Leads recommendations and actions on budget adjustments or cost improvement measures.
• Collaborate with School of Medicine leaders and external contacts to implement savings and enhancement plans.
• Meet with faculty to discuss funding and projections to support decision making on recruitment of staff, graduate students and post-docs.
• Maintains continuous involvement with leadership of the department to ensure that all factors are considered in the annual operating and capital budgets. Design and produce other special reports as requested by Director.
• Review monthly account statements. Provides various monthly, quarterly, and annual financial reports & spreadsheets to department and organization.
• Oversight of staff who prepare electronic budgets and expenditure transfers and related transactions. (SAP and related approvals).
• Allocation of faculty and staff salaries including annual faculty incentive plan bonuses and effort reporting.
• Responsible for the design, implementation and training of others on operational and financial policies and procedures.
• Review, verify accuracy and approve travel reimbursements and purchases as needed
• Approve all human resource documentation to include reassignments, new hires salary/stipend increases.

Climate Setting & Leadership

• Conducts self in an exemplary professional fashion to achieve goals and set example for others within the department.
• Establishes communication channels with staff, faculty, and senior leadership to communicate and collect information on internal and external issues which affect Department operations and faculty productivity.
• In conjunction with the Director and other senior leadership, formulates overall tactical planning for financial growth and sustainability.
• Develops new administrative policies as needed to ensure smooth operation in the Department
• The incumbent should demonstrate the ability to be a visionary, critical thinker who is adaptable, flexible and nimble
• Cultivate strategic partnerships with internal and external stakeholders.
• Assess current processes, organizational charts, and policies, working with work groups to develop recommended actions/enhancements.

Meeting Facilitation

• Lead and facilitate meetings as requested.
• Draft and maintain meeting minutes, including assessment and follow-up of next steps to ensure project remains on track.

Special Knowledge, Skills & Abilities

• Self-starter, independent thinker, self-governing to organize, complete and deliver projects and deliverables with minimal supervision.
• Ability to prioritize work with flexibility to act and or change direction as needed while working on multiple tasks simultaneously with concurrent deadlines.
• Ability to efficiently manage multiple projects and deadlines, work across departments and functions, and translate strategies from plans to action.
• Understanding of and commitment to the mission of the organization.
• Ability to maintain confidentiality on sensitive faculty, School, and University matters.
• Use strong analytical skills to formulate information into well-organized recommendations and plans of action.

• Bachelor's Degree in Business, Finance, Accounting or other related field.
• Seven years progressively responsible professional-level administrative and financial experience related to monetary or non-monetary resources of a department, center, or unit, including 2 years financial management experience (e.g., planning, directing, monitoring, organizing, and controlling monetary and non-monetary resources). Supervisory experience strongly preferred.
• Master's degree in a related field may substitute for required experience, to the extent permitted by the JHU equivalency formula

Classified Title: Administrator
Role/Level/Range: L/04/LE
Starting Salary Range: $86,300 - $151,000 ($130,000 targeted; Commensurate with experience)
Employee group: Full Time
Schedule: 37.5 hours per week, M-F
Exempt Status:Exempt
Location:Hybrid/School of Medicine Campus
Department name: SOM Neuro Sci Neuroscience
Personnel area: School of Medicine