Administrative Supervisor

IT@JH Administration and Finance is seeking an Administrative Supervisor who is responsible for overseeing a team of three Administrative Coordinators, providing key support to the IT department and handling a wide range of administrative tasks. Reporting to the Senior Director of Finance, this multifaceted role demands a dynamic and adaptable individual with strong leadership and organizational skills. This is a hybrid position with a 3 day on-site requirement to support IT@JH.

Specific Duties & Responsibilities

Supervisory

• Leads and mentors a team of Administrative Coordinators, focusing on their professional development, professional management and fostering teamwork. 
• Regularly evaluates performance, provides constructive feedback and encourages a positive and efficient work environment.
• Manges workload distribution, sets clear objectives and resolves any team conflicts.

Project Management

• Oversees and initiates projects to enhance administrative efficiency, focusing on innovation and effectiveness.
• Identifies operational challenges, proposes solutions and leads the implementation of process improvements. 
• Assists with current and future office renovations and coordinates with Finance, Project Managers and Project Leads as needed to help with contractor scheduling and building access. If able, assistance with project execution is a plus.

Communication & Liaison

• Acts as a central point of communication for internal and external stakeholders, managing departmental communications effectively. 
• Coordinates and facilitates departmental meetings, sets agendas as-needed and ensures follow-up on action items as requested. 
• Assist Finance and Administration with departmental communications including but not limited to landlord notices, Finance newsletters, policy updates, etc.

Collaborative Calendar Management

• Manages and coordinates calendar scheduling for IT leadership and executive staff, addressing scheduling conflicts and prioritizing commitments.
• Works closely with direct reports to ensure effective time management and coordination of meetings and events. 

Finance/HR & IT Support

• Provides comprehensive administrative support to the Finance, HR and IT departments.
• Coordinators with IT to resolve simple technical issues for the Admin team and supports both on-site and remote staff.
• SAP processing of online payments, invoices, reimbursements for out-of-pocket expenses, travel, licenses, subscription renewals, dues, purchase orders, etc.

On-Site Office Support

• Oversees daily office operations, including managing mail distribution and attending to various in-office needs.
• Coordinates with Finance leadership for maintenance and facilities staff for any required office repairs or improvements. Serves as the IT@JH representative for the Mount Washington Tenant Council. 
• Coordinate and support on-site meetings for IT@JH teams which may include meal and coffee orders.

Onboarding & Equipment/Supply Orders

• Assists with the onboarding process for new employees, ensuring a welcoming and efficient introduction to the organization.
• Manages the ordering and inventory of office equipment and supplies, liaising with suppliers and IT for timely provision.
• Works with office supply vendors to keep office and food supplies in stock.

Corporate PCard and TCard Administration

• Administers Corporate PCards, monitoring usage, conducting approvals in Concur and ensuring policy compliance.
• Provides guidance and training on PCard and TCard usage and updates procedures as needed. 
• Work with Finance leadership to update any observed deficiencies in workflow or operational processes and maintain open lines of communication with departmental and divisional leadership. 
• Reviews monthly statements and complies variance reports to highlight budget variances. Suggests and/or implements corrective actions on a monthly basis to ensure budget compliance. 

Concur Travel & Expense Management

• Coordinates travel arrangements, manages expense reporting and oversees the approval process in line with budgetary constraints and polices for both JHU and JHHS reimbursements and travel.
• Works collaboratively with direct reports to distribute these responsibilities as-needed.
• Mange the reimbursement process with supporting documentation and check for accuracy to ensure information is correct and complete according to JHU and JHHS policies prior to submitting in SAP.

Other Duties

• Please note this job description is not designed to cover or contain a