Administrative/Operations Manager

The JHU Whiting School of Engineering, Energetics Research Group is seeking an Administrative/Operations Manager who will be responsible for the overall financial, administrative, and operational activities within the Center. The position oversees finance, 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 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

• Oversees financial management, forecasting, planning, and budget development for both sponsored and non-sponsored activities.
• Provide assistance to IT Manager regarding IT and communications equipment for personnel and meeting spaces.
• Provide assistance to Director regarding lab related expenses.

Human Resource Responsibilities

• Direct oversight of financial, security, meetings, communications, and janitorial staff.
• Interview, hire, train, supervise, monitor performance and staff development.

Manage Human Resources including

• 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.

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

• One 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

• 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 and External Contacts

Internal

• Entirety of ERG Faculty and Staff; leadership & staff within the WSE Dean’s office including the Engineering Business Office and Facilities Management; JHU Shared Services Offices including Human Resources, Sponsored Projects; Cash Accounting; and Real Estate and Tax Office.

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.

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 s