Administrative Supervisor

The Johns Hopkins University

Baltimore (MD)

On-site

USD 45,000 - 79,000

Full time

4 days ago

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Job summary

The Johns Hopkins University is seeking an Administrative Supervisor to oversee the DOM Development team, guiding the office operations and supervising two or more staff. The role requires strong budgeting, scheduling, and policy implementation capabilities within a university medical setting.

Responsibilities include preparing meeting materials, coordinating events, and ensuring compliance with approved budgets, while collaborating with facilities and payroll for smooth operations.

Qualifications

High school diploma or equivalent.
Five years of progressively responsible administrative experience with some lead or supervisory duties.
Additional education may substitute for required experience and additional related experience may substitute for required education beyond a high school diploma/graduation equivalent, to the extent permitted by the JHU equivalency formula.

Responsibilities

Act as a lead, and plan, support, and organize daily activities of the office or program.
Supervise employment for two or more staff, including hiring, performance management and oversight of the assigned team.
Exercise independent judgment in the resolution of administrative problems.
Make recommendations for new policies, processes, and procedures and oversee the implementation of changes.
Manage team or individual calendars; plan and schedule meetings and coordinate associated logistics.
Support the administration of the department/unit's budget, including monitoring and tracking expenses, budget reconciliation, resolving issues, and assisting with developing budget projections, collecting information for budget development.
Ensure accuracy and compliance with approved budget.
May represent department management in appropriate circumstances within the scope of the position’s responsibility and purview.
Independently develop and manage complex and key administrative projects (databases, reports, 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 or other service providers.
Identify and resolve administrative problems and issues.
Analyze operating practices, processes and procedures (e.g., record keeping systems, forms control, office layout, personnel requirements).
Develop and recommend administrative processes/procedures to ensure efficiency in general office operations; interpret and communicate operating policies.
Develop and produce reports.
May assist with the preparation of presentations.
Assist with planning special events/functions, including workshops, conferences, etc.
May perform some non‑routine and confidential administrative functions, as needed.
Coordinate work assignments of students and/or temporary office support, as needed.
Coordinate preparation, set up and logistics for department/office events/functions.
Other duties as assigned.

Skills

Budget Management

Financial Administration

Office Procedures

Oral and Written Communications

Organizational Skills

Operational Oversight

Process Improvement

Workflow Management

Education

High School Diploma

Tools

Microsoft Office

Job description

Financial Administration: Advanced

The Administrative Supervisor is an essential role overseeing the coordinator team for the Department of Medicine (DOM) Development team. The DOM Development team raises $30–45 million annually to support nearly 700 physician‑scientists and faculty members in 17 academic divisions — including rheumatology, nephrology, endocrinology, pulmonary, geriatrics, and many others.

The Administrative Supervisor will provide administrative support and perform general office management duties necessary for the efficient operation of an office or program. This position has essential responsibility for supervising two or more staff with hiring and performance management authority. The Administrative Supervisor may also play a role in fiscal and budget management for the assigned area. The responsibilities of this role require significant collaboration and coordination with others.

Specific Duties & Responsibilities

Act as a lead, and plan, support, and organize daily activities of the office or program.
Supervise employment for two or more staff, including hiring, performance management and oversight of the assigned team.
Exercise independent judgment in the resolution of administrative problems.
Make recommendations for new policies, processes, and procedures and oversee the implementation of changes.
Manage team or individual calendars; plan and schedule meetings and coordinate associated logistics.
Support the administration of the department/unit's budget, including monitoring and tracking expenses, budget reconciliation, resolving issues, and assisting with developing budget projections, collecting information for budget development.
Ensure accuracy and compliance with approved budget.
May represent department management in appropriate circumstances within the scope of the position’s responsibility and purview.
Independently develop and manage complex and key administrative projects (databases, reports, 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 or other service providers.
Identify and resolve administrative problems and issues.
Analyze operating practices, processes and procedures (e.g., record keeping systems, forms control, office layout, personnel requirements).
Develop and recommend administrative processes/procedures to ensure efficiency in general office operations; interpret and communicate operating policies.
Develop and produce reports.
May assist with the preparation of presentations.
Assist with planning special events/functions, including workshops, conferences, etc.
May perform some non‑routine and confidential administrative functions, as needed.
Coordinate work assignments of students and/or temporary office support, as needed.
Coordinate preparation, set up and logistics for department/office events/functions.
Other duties as assigned.

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 and additional related experience may substitute for required education beyond a high school diploma/graduation equivalent, to the extent permitted by the JHU equivalency formula.

Technical Qualifications & Specialized Certifications: