Administrative Supervisor, Talent Management & Human Resources

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 (DAR) seeks an Administrative Supervisor to lead the central administrative team at the Mount Washington Campus. Reporting to the Associate Director of Human Resources, the role provides administrative support and oversees staff, budgets, and office operations.

Responsibilities include supervising two or more staff, coordinating calendars, preparing materials, managing budgets, and driving process improvements while

Qualifications

• Five years of progressively responsible administrative experience, including some lead or supervisory experience.
• Advanced computer skills and ability to manage multiple tasks.

Responsibilities

• Oversee and lead the central administrative team in central Development and Alumni Relations (DAR).
• Supervise employment for two or more staff, including hiring, coaching and performance management.
• Develop and implement new policies, processes, and procedures; oversee changes.
• Coordinate calendars, meetings and related logistics.
• Assist with budget administration, tracking expenses and budget projections.
• Represent department management as needed.
• Develop and manage administrative projects (databases, reports, office workflow).
• Coordinate purchasing, prepare meeting materials and minutes.
• Coordinate general office services and liaison with facilities.
• Cross-train staff for deployment to other teams during turnovers and shortages.
• Serve on search committees for coordinator hires.
• Lead the coordinator roundtable group and invite speakers.

Skills

Administrative supervision

Office management

Budget tracking

CRM software knowledge

Communication skills

Education

High School Diploma or GED

Leadership training

Tools

JHAS CRM

Microsoft Office

Job description

Development and Alumni Relations (DAR) supports Johns Hopkins’ focus on research, teaching, and patient care, and its role as a 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 require 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.

In addition to the duties listed above the Administrative Supervisor will:

• 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