Administrative Supervisor, Department of Medicine

Johns Hopkins University & Medicine - Development and Alumni Relations; Baltimore (MD); On-site; USD 45,000 - 79,000; Full time

Job summary

Johns Hopkins University & Medicine - Development and Alumni Relations seeks an Administrative Supervisor to oversee the coordinator team within the Department of Medicine's Development group, supporting a program that raises millions for physician-scientists.

The role includes budget oversight, calendar management, policy recommendations, and liaison with facilities to ensure efficient office operations. Strong leadership and advanced Microsoft Office skills are required for success.

Qualifications

• Five years of progressively responsible administrative experience, including some lead or supervisory experience.
• Ability to develop and manage complex administrative projects and budgets.
• Proficiency with Microsoft Office programs (Outlook, Word, Excel, PowerPoint).

Responsibilities

• Lead, plan, support, and organize daily activities of the office or program.
• Supervise two or more staff, including hiring, performance management and oversight.
• Manage calendars; plan meetings and logistics; prepare materials and minutes.
• Assist with department budget administration, including tracking expenses and projections.
• Develop and implement administrative processes to improve efficiency.

Skills

Budget Management

Financial Administration

Office Procedures

Oral and Written Communications

Organizational Skills

Operational Oversight

Process Improvement

Workflow Management

Education

High school diploma or GED

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:

• Highly proficient with Microsoft Office programs including Outlook, Word, Excel, and PowerPoint.

Technical Skills & Expected Level Of Proficiency

• Budget Management: Advanced
• Financial Administration: Advanced
• Office Procedures: Authority
• Oral and Written Communications: Advanced
• Organizational Skills: Advanced
• Operational Oversight: Authority
• Process Improvement: Advanced
• Workflow Management: Authority

Classified Title: Administrative Supervisor

Job Posting Title (Working Title): Administrative Supervisor

Role/Level/Range: ATO 40/E/03/OF

Starting Salary Range: Minimum: $45,343 - Maximum: $78,624 (targeted salary: $72,000; commensurate with experience)

Employee group: Full Time

Schedule: Monday - Friday, 8:30am - 5pm

FLSA Status: Exempt

Location: Johns Hopkins Medicine and University Institutions

Department name: 10003229-SOM Admin FJHM Medicine

Personnel area: School of Medicine