Administrative Supervisor

Johns Hopkins University; Baltimore (MD); On-site; USD 45,000 - 79,000; Full time

Job summary

Johns Hopkins University in Baltimore is seeking an Administrative Supervisor to lead the central administrative team within Development and Alumni Relations. You will supervise two or more staff, plan daily activities, and manage calendars, meetings, and related logistics.

The role includes potential budget oversight, policy recommendations, and working closely with department leadership. A high school diploma and several years of administrative leadership experience are required.

Qualifications

• Five years of progressively responsible administrative experience, including some lead or supervisory experience.
• Additional education may substitute for required experience, to the extent permitted by the JHU equivalency formula.

Responsibilities

• Act as a lead and plan, support, and organize daily activities of the assigned area
• Supervise employment for two or more staff, including hiring, coaching and performance management of the assigned team
• Make recommendations for new policies, processes, and procedures; oversee the implementation of changes
• Manage group or individual calendars; plan and schedule meetings and coordinate associated logistics
• May support the administration of the budget, including monitoring and tracking expenses, budget reconciliation
• Independently develop and manage complex and key administrative projects

Skills

Leadership

Administrative experience

Budget management

Education

High School Diploma or GED

Tools

JHAS CRM

Job description

Johns Hopkins, founded in 1876, is America's first research university and home to nine world-class academic divisions working together as one university.

Development and Alumni Relations (DAR) supports Johns Hopkins’ focus on research, teaching, and patient care, and its role as an national and global leader in higher education. We create and foster enduring relationships that result in advocacy and philanthropic support for Johns Hopkins University & Medicine—strengthening the institution through partnerships with donors, alumni, volunteer leaders, faculty, students, staff, and patients.

Reporting to and working closely with the Associate Director of Human Resources, this position will oversee and lead the central administrative team in central Development and Alumni Relations (DAR) at Johns Hopkins University.

The Administrative Supervisor provides administrative support and performs general office management duties necessary for the efficient operation of a unit, department or program. This position has essential responsibility for supervising two or more staff with hire/fire/performance management authority. This role may also have fiscal and budget management responsibilities for the assigned area. The responsibilities of this role requires significant collaboration and coordination with others.

Specific duties & responsibilities:

• Act as a lead and plan, support, and organize daily activities of the assigned area
• Supervise employment for two or more staff, including hiring, coaching and performance management of the assigned team.
• Make recommendations for new policies, processes, and procedures; oversee the implementation of changes.
• Manage group or individual calendars; plan and schedule meetings and coordinate associated logistics.
• May support the administration of the budget, including monitoring and tracking expenses, budget reconciliation, resolving issues, assisting with developing budget projections, and collecting information for budget development.
• May represent department management within the scope of the position’s responsibility and purview.
• Independently develop and manage complex and key administrative projects (e.g. databases, reports, grant proposals, office workflow, records control, course materials).
• Coordinate purchasing processes; process various department bills and reconcile accounts.
• Prepare meeting materials (e.g., draft agenda, collect relevant information) and staff high level meetings. Record and draft minutes; monitor and follow-up on action items.
• Coordinate and provide various general office services (e.g., payroll, purchasing, records control, office moves/renovations, repairs and maintenance.)
• May serve as the liaison or office contact with facilities.
• Exercise independent judgment in the resolution of administrative problems.
• Analyze operating practices, processes and procedures (e.g., record keeping systems, forms control, office layout, personnel requirements).
• Develop and recommend administrative processes/procedures to assure efficiency in general office operations; interpret and communicate operating policies.
• Develop and compile reports.
• May assist with preparation of presentations.
• Assist with planning special events/functions, including workshops, conferences, etc.
• Coordinate preparation, set up and logistics for meetings, events/functions.
• Perform non-routine and confidential administrative functions as needed.
• Coordinate work assignments of students and/or temporary office support, as needed.
• Perform other related duties as requested.

Additional responsibilities:

• Cross-train central administrative staff for deployment to other development teams during administrative staff turnover, absences, and shortages for special project completion. Stay abreast of changes to JHU business and administrative processes and promptly communicate to the central admin team.
• Manage coverage and/or provide direct interim support where there are administrative support vacancies at the leadership level.
• Become an expert user of DAR’s CRM (JHAS) and utilize it to enter actions and proposals and retrieve and interpret fundraising progress reports.
• Partner with hiring managers and TMHR by serving on search committees for coordinator hires.
• Lead the coordinator roundtable group, comprised of all coordinators across the DAR organization. Identify and invite guest speakers who will educate and share information that impacts them.

Minimum Qualifications

• High School Diploma or graduation equivalent.
• Five years of progressively responsible administrative experience, including some lead or supervisory experience.
• Additional education may substitute for required experience, to the extent permitted by the JHU equivalency formula.

Preferred Qualifications

• The number and complexity of sophisticated donors, and the fast pace of the Development and Alumni Relations organization require a high level of independent thinking, attention to detail, organization, flexibility, advanced computer skills, and excellent written and verbal communication skills. This position requires advanced-level maturity in liaising with and advising leaders at various levels of the organization.

Classified Title: Administrative Supervisor
Job Posting Title (Working Title): Administrative Supervisor
Role/Level/Range: ATO 40/E/03/OF
Starting Salary Range: Minimum: $45,300 - Maximum: $78,600 (targeted salary: $70,000; commensurate with experience)
Employee group: Full Time
Schedule: Mon‑Fri, 8:30am‑5:00pm
FLSA Status: Exempt
Location: Mount Washington Campus
Department name: 10001644‑Human Resources
Personnel area: University Administration

The successful candidate(s) for this position will be subject to a pre‑employment background check.

The following additional provisions may apply depending on which campus you will work. Your recruiter will advise accordingly.

During the Influenza ("the flu") season, as a condition of employment, The Johns Hopkins Institutions require all employees who provide ongoing services to patients or work in patient care or clinical care areas to have an annual influenza vaccination or possess an approved medical or religious exception. Failure to meet this requirement may result in termination of employment.

The pre‑employment physical for positions in clinical areas, laboratories, working with research subjects, or involving community contact requires documentation of immune status against Rubella (German measles), Rubeola (Measles), Mumps, Varicella (chickenpox), Hepatitis B and documentation of having received the Tdap (Tetanus, diphtheria, pertussis) vaccination. This may include documentation of having two (2) MMR vaccines; two (2) Varicella vaccines; or antibody status to these diseases from laboratory testing. Blood tests for immunities to these diseases are ordinarily included in the pre‑employment physical exam except for those employees who provide results of blood tests or immunization documentation from their own health care providers. Any vaccinations required for these diseases will be given at no cost in our Occupational Health office.

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