Administrative Manager

We are seeking an Administrative Manager who will be responsible for overall administrative, financial and/or operational management for a moderately-sized department within the Krieger School of Arts and Sciences. This position provides strategic and day-to-day oversight of administrative and financial matters. Areas of focus may include finance; human resources; academic, research, and compliance operations; and infrastructure matters. The Administrative Manager is generally responsible for some or all of the following: staff supervision and performance management; HR support for direct and indirect reports; budget management and administration; faculty, staff, and student payroll; financial functions and processes; program planning and implementation; facilities/space management oversight; and student and academic support systems.

Specific Duties & Responsibilities

Financial Management

• In partnership with divisional leadership, participate in the development of annual operating budget(s) and assist with budget analysis and evaluation.
• Provide fiscal planning, management, and oversight of assigned budgets, e.g. operating, discretionary, gift/endowment, salary.
• Oversee planning and preparation for non-sponsored and/or sponsored funds budgets.
• Review monthly account statements, verify expense allocation, identify and ensure the correct processing of payroll and non-payroll transactions to correct or resolve discrepancies.
• Prepare or oversee preparation of various forms, journal entries, vouchers, system transactions, electronic budgets and expenditure transactions; serve as a transaction approver when appropriate.
• Oversee the procurement process for all assigned accounts; serve as a transaction approver when appropriate.
• Provide back-up documentation and explanation in response to audit requests.
• Prepare financial projections.
• Advise department and/or divisional leadership on resource needs and financial risks.
• Remain up to date on changes in university, divisional, and departmental financial policies.
• Develop, update, and amend departmental financial procedures.
• Develop and maintain various departmental finance tracking and/or management systems.
• Design and produce various monthly, quarterly, and annual reports as requested.

Administration

• Manage the planning, production and execution of key projects, events, or other activities.
• Mentor staff and provide support for training.
• Monitor staff workloads, prioritize work efforts, and advocate for additional resources as necessary.
• Partner with a senior administrator and/or department/divisional leadership on coordination and completion of various strategic initiatives.
• Supervise performance of direct and indirect professional/support staff, conduct performance reviews and salary administration in collaboration with school/department leadership.
• Develop and document administrative policies and procedures needed to ensure smooth operations.
• Manage space and facilities issues specific to the assigned area.

Human Resources

• Work with departmental Human Resources support to establish and promote growth opportunities within the area, maintain equity, consistently apply policies and procedures, establish a positive working environment, and minimize staff turnover.
• Work with appropriate HR resources to determine and implement solutions that address non-routine HR problems promptly.
• Support faculty and staff supervisors in human resources administration: e.g. help develop staffing and personnel management plans, consult on hiring issues, assist with performance management issues and disciplinary actions, oversee salary planning.
• Ensure human resources activities are carried out consistent with university personnel policies, e.g. goal setting and performance reviews, payroll actions, visa applications, time and attendance recording, onboarding, etc.
• Ensure timely processing of payroll transactions, terminations, and updates to SAP records.

Operations and Program Management

• Responsible for the planning and implementation of activities of the specific academic, clinical, research, or programmatic area.
• Serve as a resource for faculty and academic staff to manage academic program activities, e.g. course scheduling and maintenance, room scheduling, review sessions, exams, etc.
• Oversee production and/or completion of student administrative processes, e.g. graduate student surveys, annual statements of notices for training grants, employment verification letters for students, etc.
• Assist all categories of learners with academic and financial issues, as appropriate.