Description

The Department Administrator is responsible for overall administrative, financial, and/or operational management for a center/unit/small department within a school or larger department. This position provides strategic and day-to-day oversight of administrative and financial matters. This individual will provide strategic fiscal planning, management, and oversight of assigned budgets, and facilitate communication and collaboration between departments. The ideal candidate will possess strong leadership skills, excellent communication abilities, and a commitment to fostering a positive and efficient work environment.

Job Scope/Complexity

The role involves high levels of interaction and coordination with department chairs, faculty, staff, school and university finance teams, and HR. The Department Administrator is responsible for managing the workflow of daily operations, overseeing departmental finance administration and supporting the professional growth of department staff. This role requires balancing multiple responsibilities and projects simultaneously, leading change initiatives, and ensuring the effective implementation of strategic plans.

Specific Duties & Responsibilities:

1.Financial Management

• In partnership with the department chair, administrative leadership and financial staff, participate in the development of annual operating budget(s) and assist with budget analysis and evaluation.
• Provide strategic fiscal planning, management, and oversight of assigned budgets (operating, discretionary, gift/endowment, salary).
• Oversee annual planning and preparation for general and/or sponsored funds budgets.
• Oversee or review monthly account statements, verify expense allocation, identify and ensure the correct processing of payroll and non-payroll transactions to correct or resolve discrepancies.
• Coordinate with the divisional finance team or finance solution team on preparation of various forms, journal entries, vouchers, system transactions, electronic budgets and expenditure transactions.
• Provide back-up documentation and explanation in response to audit requests.
• Coordinate with the divisional finance team on financial projections.
• Coordinate with the divisional finance team to analyze the financial viability of existing programs.
• Responsible for managing projects and maintaining budgets.
• Evaluate departmental financial performance through regular assessments and provide feedback to improve efficiency and effectiveness.
• Advise divisional and departmental leadership on resource needs and financial risks.
• Remain up to date on changes in university, school, and departmental financial policies.
• Coordinate with the divisional finance team on producing various monthly, quarterly, and annual reports as requested.
• Serve as a key departmental approval level within the workflow, overseeing and authorizing transactional/financial approvals in accordance with the structure of the Division Business Office (DBO).
• Serve as strategic thought partner to department chair on financial and administrative issues

2.Administration

• Manage directly and/or oversee staff responsible for the planning, production, and execution of key events or other activities.
• Responsible for managing projects and maintaining budgets.
• Support the professional growth of staff through training programs and development opportunities.
• Monitor departmental administrative staff workloads, prioritize work efforts and advocate for additional resources as necessary.
• Lead or participate on coordination and completion of various strategic initiatives under the guidance of the DBO, department chair or Sr. Administrator.
• Supervise performance of direct and indirect professional/support staff, conduct performance reviews and salary administration in collaboration with school/department leadership.
• Work with divisional Human Resources support to establish and promote growth opportunities within the area, maintain equity, consistently apply policies and procedures, establish a positive working environment, and minimize staff turnover.
• Collaborate with divisional Research Administration and Human Resources support to provide process, system and individual performance feedback on centralized research administration activities in support of departmental research.
• Identify opportunities for innovation and continuous improvement within departments to enhance the educational experience.
• Develop administrative policies and procedures needed to ensure smooth operations and ensure effective implementation of these policies and procedures.
• Manage space and facilities issues specific to the assigned area.

3.Operations and Program Management

• Responsible for the planning and implementation of activities of the specific academic, clinical, research, or programmatic area.
• Facilitate communication and collaboration between departments to ensure cohesive operations and shared objectives.
• Ensure effective communication and collaboration among research, finance, and transactional teams to direct requests to the appropriate individuals.
• Act as a liaison between department chairs, faculty, and staff to foster positive relationships and address concerns.
• Manage the workflow of daily operations, including supporting academic programs and research; monitor compliance with university policies and procedures.
• Develop and implement crisis management plans to handle emergencies and unexpected situations effectively.
• Perform other related duties as requested.

Minimum Qualifications

• Bachelor's Degree in finance, accounting, business or related field.
• Seven years progressively responsible professional-level administrative or financial experience related to monetary or non-monetary resources of a center or unit within an academic, research, academic medicine, or comparable environment, e.g., planning, directing, monitoring, organizing, and controlling monetary and non-monetary resources.
• Additional education may substitute for experience and experience may substitute for education, to the extent permitted by the JHU equivalency formula.

Preferred Qualifications

• Master's degree in related field.
• Prior supervisory experience.
• Knowledge of JHU on-line systems for budgets, purchasing and accounting.
• Thorough knowledge and understanding of The Johns Hopkins University accounting system and related fiscal offices.
• Ability to operate strategically and efficiently and with multiple teams and individuals.

Technical Qualifications and Specialized Certifications

• Knowledge of Excel, Access and Word
• Knowledge of accounting and budgeting theory and practices

Technical Skills & Expected Level of Proficiency

• Budget Development: Advanced
• Financial Management and Oversight: Advanced
• Financial Project Management: Intermediate
• Interpersonal Skills: Advanced
• Operational Oversight: Advanced
• Oral and Written Communications: Advanced
• Problem Solving: Advanced
• Regulatory Compliance: Advanced
• Strategic Financial Planning: Intermediate

The core technical skills listed are most essential; additional technical skills may be required based on specific division or department needs.

Classified Title: Administrator (Res & Aca/Non-clinical)
Job Posting Title (Working Title): Department Administrator (Mental Health)
Role/Level/Range: L/04/LE
Starting Salary Range: $98,200 - $171,900 Annually (commensurate w/exp.)
Employee group: Full Time
Schedule: Monday to Friday: 8:30am - 5:00pm
FLSA Status: Exempt
Location: Hybird/ School of Public Health
Department name: Mental Health Administration
Personnel area: School of Public Health