This role is responsible for providing management support to the Chair, faculty and staff of the Department of Biostatistics by directing the Department's overall administrative, financial and operational activities. The Administrator collaborates with the Chair on long term planning, as well as analysis and resolution of short-term issues. The primary areas of responsibility include staff management and development, strategic planning and analysis, research administration, grant management, general funds management, management of discretionary funds at the discretion of the Chair for departmental initiatives, endowments management, human resources, and extensive long-range and short-term planning in the areas of: facilities, professional practice, technology and academic finances.
The Department has a complex educational environment requiring management of student employment as teaching and research assistants, oversight of non-standard educational initiatives including large programs of massive open online courses (MOOC) and undergraduate student internships, special fellowships agreements with the NIH, and a growing postdoctoral presence. The Administrator collaborates with the Chair and Academic Coordinator to provide financial and infrastructure-related planning and oversight for these programs.
Collaborates with the Department Chair to provide advice and counsel to faculty and staff, in an effort to maximize the effective use of the department's human, financial and physical resources.
Implements financial controls and provides fiscal management of administrative, academic, sponsored research, training grants, endowment income, service centers, selected discretionary funds, and general funds activities.
Develops and implements long term and short term strategic plans in a collaborative approach to ensure departmental support and universal focus on collective goals.
Monitors and advises faculty and staff regarding all administrative, financial, and academic activity, and implications of policy changes and information systems strategies. Activities include standard financial, sponsored project, and academic processes as well as postdoctoral and undergraduate intern programs, MOOC and institute education, faculty-led centers, conferences, and special initiatives, and financial management for a senior Bloomberg Distinguished Professor.
Partners with the Academic Coordinator to provide financial and staffing planning for periodic academic events, manage administrative requirements related to a large teaching and research assistant operation and its financing, and plan and document student headcounts, enrollment projections, and space requirements.
Acts as a resource for faculty and staff in sponsored accounting and reporting procedures.
Establishes processes and maintains oversight to assure timely, up-to-date and accurate effort documentation and reporting.
Administers department's general funds budget and oversees annual budget planning and preparation.
Prepares the department's annual report of financial and academic activities, policies and forecasts, which includes five year trends in total budget for the department, analysis of expected changes in teaching, research and professional practice activities, student enrollment and scholarship support, faculty size and composition.
Advises the Chair on resource needs and financial risks facing the department.
Plans technology architectures to ensure efficiency across administrative and academic operations.
Establishes proactive processes and procedures in administrative and academic areas, which ensure compliance with government, University and School policies.
Encourages a team environment within the department that fosters communication and positive working relationships.
Works with internal department Human Resources (HR) support, along with Health Sciences Human Resources to establish and promote growth opportunities within the department, maintain equity, consistently apply policies and procedures, establish a positive working environment and minimize staff turnover.
Works with appropriate HR resources to determine and implement solutions that address non-routine HR problems in a timely manner.
Supports faculty and staff supervisors in all aspects of human resources administration: develops staffing and personnel management plans, consults on hiring issues, assists with performance management issues and disciplinary actions, oversees salary planning.
Oversees payroll operations for the department.
Represents the Chair and the department on school-wide and university-wide committees, contributing leadership, knowledge and expertise, as needed. Manages and directs special projects and support groups for the Chair and faculty, as requested.
Responds appropriately and in a timely manner, to requests for regular and special reports from the Chair, faculty, school, university and outside agencies.
Advises the Chair on needs for improvements in departmental resources or processes.
Ensures that new staff and faculty are aware of departmental policies and procedures and communicates updates and changes in administrative policies or processes to faculty and staff as needed.
Works with the Chair and faculty to plan and manage the physical space allocated to the department, to ensure optimum utilization while always adhering to policies.
Performs all additional related responsibilities, as needed.
Bachelor's degree in related field with emphasis on business, finance, and/or accounting required.
Five years progressively responsible professional-level administrative and financial experience related to monetary and non-monetary resources of a department, center, or unit. Experience must include two years supervisory experience and two years financial management experience, (e.g. planning, directing, monitoring, organizing, and controlling monetary and non-monetary resources).
Master's degree in a related field may substitute for required experience and additional experience may substitute for education, to the extent permitted by the JHU equivalency formula.
JHU Equivalency Formula: 30 undergraduate degree credits (semester hours) or 18 graduate degree credits may substitute for one year of experience. Additional related experience may substitute for required education on the same basis. For jobs where equivalency is permitted, up to two years of non-related college course work may be applied towards the total minimum education/experience required for the respective job
Master's degree preferred.
Demonstrated ability to work with and lead teams, including faculty, staff and students is required.
Demonstrated ability to coordinate, manage and complete special projects required.
Demonstrated ability to manage financial, personnel and administrative functions required.
Demonstrated ability to use personal computer and work with a variety of word processing and financial software packages required.
Special Knowledge, Skills, and Abilities
Skilled leader who is able to effectively work with faculty, staff and students.
Ability to prioritize own work and work of staff as needed. Ability to work with flexibility on several tasks simultaneously and to meet various concurrent deadlines.
Ability to make independent judgements and to act on decisions on a daily basis. Ability to work for long periods of time without direction.
Ability to effectively communicate with others, across all levels of the institution.
Very strong organizational skills, analytical and problem solving abilities, and attention to detail.
Ability to maintain confidentiality and deal appropriately with sensitive information
Experience in sponsored project management, including knowledge of applicable laws and regulations.
Experience in project planning, information systems, performance improvement, organizational development and change management.
Supervisory or significant lead experience required. Strong leadership skills required to manage and develop a large and diverse organization, including financial, personnel and administrative functions.
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