Administrative Supervisor

Administrative Supervisor

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 strategic oversight to ensure that data is entered effectively and correctly, that reports can be developed and disseminated in a timely fashion, and that gift officers have the needed administrative support to focus their energy on raising funds to support their many faculty members.

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.

Preferred Qualifications:

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