Administrative Manager

Gillian K. Hadfield is a leading AI researcher dedicated to addressing the technical and policy challenges of ensuring that artificial intelligence is developed in safe and aligned ways that promote global human well-being. Recently appointed to Johns Hopkins University, she holds joint faculty positions in the School of Government and Policy and the Department of Computer Science at the Whiting School of Engineering. Additionally, Hadfield is a Canada CIFAR AI Chair at the Vector Institute for Artificial Intelligence and a Schmidt Sciences AI2050 Senior Fellow.  Professor Hadfield’s research centers on the innovative design of legal and regulatory systems for AI and other complex global technologies, as well as developing computational models of human normative systems. Collaborating with machine learning researchers, she aims to create systems that understand and respond to human norms. Professor Hadfield is recognized internationally for her expertise in AI alignment, governance, and safety.  To support her transformative work, Professor Hadfield is seeking a highly organized and proactive Administrative Manager. This role is essential for leading the implementation of her strategic vision within the School of Government and Policy and advancing her research initiatives. The Administrative Manager will play a crucial role in shaping and executing Professor Hadfield's innovative research agenda, focusing on the safe and aligned development of AI to enhance human well-being on a global scale.

In this capacity, the Administrative Manager will be responsible for driving strategic planning, overseeing project tracking for major research initiatives, and serving as the central point of contact for Professor Hadfield’s office. This position requires a comprehensive understanding of all activities and commitments, ensuring the efficient operation of the professor's research efforts and the successful attainment of strategic goals.

Specific Duties & Responsibilities

• Collaborate closely with Professor Hadfield to formulate and execute her strategic plan, ensuring alignment with the mission of the School of Government and Policy and the overarching objectives of Johns Hopkins University.
• Oversee and monitor major research projects, providing regular updates and insights to ensure timely progress toward strategic goals.
• Serve as the primary point of contact and representative for Professor Hadfield’s office, fostering and maintaining relationships with internal and external stakeholders, including faculty, students, and industry partners.
• Manage incoming correspondence, ensuring timely and appropriate responses.
• Coordinate with the Sr. Administrative Coordinator to arrange meetings, appointments, and travel logistics.
• Track and monitor tasks and action items to ensure accountability.
• Draft, edit, and prepare reports, presentations, and other essential documents.
• Handle confidential information with the utmost discretion.
• Liaise with university administration, departments, and external organizations to facilitate communication.
• Ensure compliance with university policies and procedures in all activities.
• Identify opportunities to enhance organizational efficiency and implement process improvements.
• Oversee administrative functions to guarantee smooth operations.
• Manage special projects and initiatives aimed at improving operational performance.
• Collaborate on the preparation of annual budgets across all funding sources.
• Track all expenditures related to funding sources, providing regular updates on budget projections.
• Ensure efficient allocation of resources to support organizational priorities.
• Coordinate with relevant stakeholders to prepare financial reports as needed (e.g., for grant submissions).
• Develop and cultivate relationships with key stakeholders to support collaborative efforts.
• Draft and review various communications, including emails, social media posts, and public statements.
• Embrace and advocate for innovative practices within the research environment, ensuring the adoption of AI and other technological advancements to enhance research capabilities and outputs.
• Maintain a comprehensive overview of all activities and commitments, optimizing workflows and processes to ensure the efficient operation of the professor's research activities.
• Uphold and promote a culture of diversity, equity, inclusion, and access within the team and research initiatives, ensuring that diverse perspectives are valued and integrated into all aspects of work.

Special Knowledge, Skills, and Abilities:

• Strong organizational and project management skills, with the ability to oversee multiple tasks and prioritize effectively in