Sr. Administrative Manager

The Johns Hopkins University Department of Genetic Medicine is seeking a Sr. Administrative Manager, the position will work under the direction of the Department Administrator and Department Chair and will be responsible for the fiscal, administrative and operational management with significant emphasis on financial modeling, financial analysis, and financial planning. This includes strategic planning, development and management of budgets, grants, management of the department operations, oversight of clinical practice billing, daily and monthly personnel management, supporting service centers as well as other programs and projects, and supporting the research endeavors of the department. Manage financial activities involving general funds, grants, contracts, gift accounts. Oversee the development and management of budgets for grants, contracts and/or general funds. Responsible for overall department/unit financial planning and cost analysis. Perform comprehensive analysis and projections relating to business or industry trends. Analyze financial data to ensure efficient use of resources. Directly supervise exempt and non-exempt levels of financial and administrative staff. Functions as part of the department's executive team and shares significant responsibility with the highest level of fiscal and administrative management of the department. Coordinate all sponsored project activities for the department and serve as the primary internal and external contact for all activity involving research grants and contracts. The Sr. Administrative Manager will ensure that financial and administrative policies, processes, and controls are properly designed, implemented, and adhered to, while also supporting strategic engagement with the broader JHU community and initiative's convenings. Will interact with faculty and administration within the Johns Hopkins Medical Institutions, and with local and other organizations. Specific Duties & Responsibilities: Overall Department Budget and Strategic Planning Assist the Department Administrator, Director of Finance, Department Chair, and other senior management with strategic planning. Represent the department and make formal presentations regarding overall fiscal status. Provide financial consultation and direction for significant, critical and complex projects, business operations, and initiatives. Oversee the development of all department budgets: general fund, grant and contract, revenue/charges. Responsible for overall analysis of budget patterns, expenditures, and revenue. Develop complex financial reports for forecasting, trending, and results analysis. Develop management, narrative, and statistical reports for private and government donors. Review final budgets to ensure application of appropriate cost rates, such as indirect and benefit rates. Review budget justification to ensure it relates to budgeted dollars. Confirm that anticipated promotions and other increases are calculated into the cost of project. Ensure compliance with all relevant university and/or agency regulations and restrictions. Provide management for overall department financial systems. Develop and implement complex financial systems and processes. Oversee the maintenance and enhancement of budget monitoring systems. Manage the preparation of working papers and approved budgets; ensure that expenditures for budgets, and grants and contracts are monitored and that reports are prepared to maintain balanced accounts. Review and approve final capital expenditures proposals, profit plans, operating records, and financial statements. Ensure efficient management of departmental control salary, default accounts, and effort reporting. Review and approve faculty profit and loss statements and quarterly reporting. Collaborate with faculty to ensure resolution of funding shortfalls. Oversee processes for the management of all budget accounts once award(s) has been granted or contract(s) signed. Provide oversight for the expenditure of funds, ensuring that funds are expended according to sponsoring organization's stipulations. Responsible for the relationship of the department with sponsors and the implementation of appropriate payment schedules including for Clinical Trials. Collaborate with appropriate internal and external administrative offices to ensure that required policies and procedures are followed. Provide instruction and answer questions relating to procedures and serve as liaison between the business office and unit areas. Use various software applications, such as spreadsheets, relational databases, statistical packages, and graphics packages to assemble, manipulate and/or format data and/or reports. Operational Finances Understands financial systems at Johns Hopkins School of Medicine, including, but not limited to: Coeus, eRA Commons, SAP (ECC and Business Warehouse), CUFS (legacy), and JPMorgan Chase Payment Net. Versed in SAP finance data infrastructure: Fund Numbers, Cost Centers, Internal Order numbers, GL codes, and the purpose for each category. Understands HR SAP data infrastructure such as Org unit, personnel number, position number, wage type as these are used in financial planning and analysis. Understands financial transaction types and the advantages, restrictions, and compliance issues with each. These include purchasing and purchasing authorizations, legal documents, such as leases, purchase orders, purchasing cards, corporate travel cards, and SAP transactions including shopping carts, check requests, invoice payments, and cost transfers. Knowledgeable about controller's office policies for purchasing, accounts payable, supply chain, accounts receivable, and effort. Understands SOM account types (sponsored, dowry, gift, endowment interest, royalty, internal grants (e.g., BSI or ICE), clinical, service center, general funds, and operating accounts. For each account type, is aware of the sources of revenue and expense for each, and the variables which influence each. Is knowledgeable about the individual accounts (IOs) within the account type categories above. Is aware of accounts' origin, ownership, and whether the accounts are a "going concern" or an exhaustible source of funding. Applies knowledge of items a-e to the daily operational financial activities in the DGM. Uses this knowledge to make autonomous decisions with good judgment, and to make recommendations to Administrator. Specifically responsible for execution and/or management of the following activities Approval of SAP transactions for all types of sponsored DGM accounts. Approval of procurement cards. In approver role, checks balances or reports to make decisions about whether the funding source requested in a transaction is available for use. Validates supporting documents for transactions, and GL coding for a transaction. Responsible for following up with individuals responsible for submitting transactions where there is a need for additional information to support a transaction, or for policy training or technical support. Notes reasons for rejection for any transaction that allows notes. Works with individuals to help them understand financial transactions and policies. Tactfully communicates decisions. Responsible for submitting eforms to maintain and manage payroll distributions for service center, clinical, and administrative employees. Runs reports for analysis. Formats reports or executes pivot tables for optimum analysis. Leverages relationships with the operational financial leaders in the controller's office, office of the treasurer, internal audit as needed. Performs quality checks on data from SAP. Where quality is in question, escalates concerns and questions directly to Controller's office accountants and follows up for resolution. Maintains a high degree of personal integrity and discretion in day-to-day operational finance, maintaining confidentiality about salary information, dowry balances and startup packages, overspent accounts, staffing adjustments, and the strategic objectives that inform day to day decisions. Recommends steps and executes plan to resolve issues with internal controls or reporting integrity based on knowledge of financial infrastructure Maintains departmental financial records on shared drives. Financial Reporting & Research Oversees production and distribution of regular sponsored financial reports to DGM PIs. Answers questions, research transactions and explains balances as necessary. Prepares and submits reports to external agencies as required in non-sponsored arena. Makes significant contributions in working sessions to understand what her research results mean, and what to do with the results going forward. Organizes and presents findings to DGM Director of Finance, Administrator, and others as required, e.g., the SOM business office, the Director of Purchasing in the Controller's Office, External Auditors, Controller's Office Senior Accountants and Accounting Managers, etc. Solves operational problems that arise by recommending and implementing new processes, educating stakeholders, or providing more regular information to stakeholders. Acts as the Financial Research Compliance Liaison, keeping departmental financial procedures and required staff training up to date. Financial Planning Responsible for all funds budgeting for all Sponsored Accounts. - Analyzes components of revenue and expense for a subset of accounts to increase budgeting accuracy. Rolls each expense type into major all funds categories and submits budgets formatted in the SOM all funds budget template. - Participates in discussions, makes recommendations, and implements long range operational finance goals. - Participates in discussions and makes recommendations for internal fiscal policies and procedures, for example IGM pcard policy implementation. Liaison with university and hospital areas such as the School of Medicine's Business Office, Research Administration, Research Accounting, Dean's Office, Human Resources, JHU Controller's Office, Tax Office, and JHH Finance Office. Manage a team of Grants and Contracts Analysts, Financial Analysts, and Budget Analysts. Coordinate with other departments for financial activity involving assigned Department such as research grants and contracts involving the department faculty. Sponsored Projects--Post Awards Responsible for reviewing all Notice of Grants Awards from sponsor forwarded from the Office of Research Administration. Review is based upon accuracy, content, adherence to institutional, government, and other sponsor guidelines. Has SOM signature ("Signing Official") authority for NIH Electronic Streamlined Non-Competing Award Process (eSNAP) through the eRA Commons. This role is selectively authorized by the Office of Research Accounting. Work cooperatively with research shared services to ensure grant accounts are established in a timely and accurate fashion. Brings SAP errors to the attention of Sponsored Shared Services accountants. Provides additional documentation to the sponsor which is made a condition of funding release (other sources of support, etc). Requests allocation accounts for and from other departments to provide accountability and transparency into collaborative science, and to manage overspend risk. Requests pre-award accounts to accurately reflect expenses on a project in situations where Sponsored Shared Services does not have the right documentation to clear the funding for spend in SAP. Makes a risk assessment and requests a pre-award account on behalf of the department where he/she agrees it is probable that the funding will be released (the risk is borne by the department). Following activation of funding in SAP by Sponsored Shared Services, distributes the available budget into expense categories in SAP. Manage payroll distribution for approximately 250 DGM faculty, staff, and students, where payroll is distributed accurately across approximately 160 internal DGM grant accounts, subcontracts, and allocation accounts, and additional external accounts (SOM accounts outside DGM). Manage and distribute control salary report for DGM. Ensure staff process appropriate e-forms in a timely manner to remove faculty, staff, and learners from control salary. Manage DGM effort compliance serves in effort administrator role and ensures pre and post review of effort and effort certification by individuals. Respond to all ad hoc reporting requests not fulfilled by the JHU controller's office, from both outside agencies and SOM departments, including requests for documentation to support sponsored audits. Respond to requests for information about PI activities and funding, to support grant applications made by both DGM and other departments (e.g. training grant applications) Prepare variance reports on research actual results verses budget. Works with Faculty and staff within the Department to identify reasons for variances and resolve problems or balances on research accounts. Work with Sponsored Shared Services Accountants and Mangers to verify financial data and update and correct it as necessary in support of the final financial "FSR" report required to be made to the granting agency at grant closeout. Ensure invoices are generated and validated, as required, often to private granting agencies. Carefully monitors unique terms and conditions for non-federal support. Directs the controller's office to process invoices and reports to sponsoring agencies as necessary. Create systems to provide internal support to ensure knowledge and improvement in post-award management within the Institute. Serve as a liaison with Research Administration, SOM Business Office, Shared Services, the General Counsel's Office, et al. Monitor and approve costs transfers for late reasons and works with Faculty to reduce incidents of cost transfers, especially outside a reasonable time period. Sponsored Projects-Pre-Awards Manage a team of Grants and Contracts Analysts. Review budget justification for appropriateness and completeness of content. Compare budget detail to budget justification for consistency. Verify compliance with sponsoring organizations' guidelines, as well as with relevant University policies and procedures. Assist Principal Investigators in completion of required information. Ensure appropriate F&A rates are assigned. Review tables from scientific section if indicated to crosscheck against information presented in budget. Assures JCCI and Animal protocol numbers are valid. Provide the groundwork for subcontract negotiations, including review for Hopkins-friendly contract language prototypes, and even mathematical corrections to subcontract proposals from other institutions. Coordinate submission of large grant proposals ensuring that all applicable direct and indirect cost rates have been applied. Responsible for tracking proposals and other documentation through signature/approval processes. Maintain grants database system for tracking active and pending awards by fiscal year, and/or individual investigator. Facilitate and/or produce specialized sponsored projects reports utilizing institutional or departmental systems (i.e. Resource Database) for various faculty, Directors and Administrator. Contacts Internal: DGM Administration, Dean's Office, Research Administration, Business Office, Shared Services, Equipment and Space Accounting, Shared Services, other departments and divisions in the School of Medicine and JHH. External: Affiliated hospitals, private and government agencies granting research funds (e.g., NIH, Foundations, and Private Drug Companies) and various vendors and service providers (e.g., supply companies, professional medical organizations and societies, contractors). Managing Monitor accomplishment of agreed upon objectives for the finance and administration team. Where appropriate, institute corrective actions including reallocating resources, reprioritizing, and/or recommending modifications/variance to established plans or budgets. Monitor use of resources in accordance with plans and budgets and provide reports to managers and supervisors to assist their control of resources in their areas of responsibility. Establish administrative policies that guide the actions of managers and supervisors and provide guidelines for decision making, ensuring compliance with university directives and Federal and State laws and regulations. Assign space utilized by staff and managed related I.T. and equipment needs and research programs and assist in future space planning. Oversee and manage Facilities & Maintenance requests. Responsible for management of (review and approval) Financial/HR/Operational workflows; Concur, Effort, Invoice and Shopping Carts, COEUS, etc. Develop and maintain a sound management structure, operating policies, procedures, and workflows to meet the operational needs. Other duties as required. Knowledge, Skills, & Abilities Knowledge of accounting and budgeting theory and practices. Thorough knowledge and understanding of the Johns Hopkins University accounting system and its related fiscal offices. Specific understanding of the operation of the Institute. Able to make independent judgments and to act on decisions on a daily basis. Ability to work without direction. Ability to prioritize own work and work of staff as needed. Work with flexibility on several tasks simultaneously and to meet various concurrent deadlines. Strong organizational skills, analytical and problem-solving abilities, and attention to detail. Ability to maintain confidentiality. Strong interpersonal and communication skills, both oral and written. Able to effectively interact with all levels of University and Hospital employees as well as outside contacts. Minimum Qualifications Bachelor's Degree in Business, Finance, Accounting or other related field. Five years progressively responsible professional-level administrative or financial experience related to monetary or non-monetary resources of a department, center or unit. 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. Classified Title: Sr. Administrative Manager Role/Level/Range: ATP/04/PE Starting Salary Range: $72,600 - $127,000 Annually ($99,800 targeted; Commensurate with experience) Employee group: Full Time Schedule: M-F/8:30 to 5pm Exempt Status:Exempt Location:Hybrid/School of Medicine Campus Department name: SOM Genetics Institute of Gen Medicine Personnel area: School of Medicine

Created: 2024-11-02