The Johns Hopkins Department of Biomedical Engineering (BME) is an interdisciplinary program, part of a cross collaboration effort between the Whiting School of Engineering (WSE) and the School of Medicine (SOM). The Department's mission is to improve health through excellence in research and education at the interface of engineering, biology, and medicine.
Under the direction of the Center Director and the Department Administrator, the Administrative Manager leads administrative and financial management support for the Homewood based BME operations, the Center for Bioengineering Innovation and Design (CBID) and the Coulter Translational Research Program (CTRP).
This position directly supervises 12 full-time staff members under the department's administrative structure. Requires close interaction with faculty, administrator, staff and students. Will be responsible for developing and implementing policy changes, as necessary. Will provide guidance in the interpretation of University and external funding guidelines as it relates to these activities. Will also develop and implement departmental policies and procedures relating to these activities.
Essential Duties & Responsibilities:
Under direction of the Administrator, coordinates and oversees the annual strategic, operating, and tactical planning process. Ensures that BME WSE and the Center have clear annual goals and measures of success, in conjunction with overall JHU priorities and timelines, as well as within specified needs for WSE. Initiates and oversees short and long range planning and conducts comprehensive feasibility studies for evaluation of new and existing programs; assessment of facility requirements and funding and staffing needs. Recommends standards of performance for BME WSE and Center activities, monitors performance and implements corrective actions as necessary. Monitors accomplishment of agreed upon objectives of BME WSE and Center. Ensure that applicable JHU policies and procedures, including those unique to WSE and federal, state and local regulatory requirements are addressed and followed within her/his area of responsibility. Where appropriate, implements corrective actions including reallocating resources, reprioritizing, and/or recommending modifications/variance to established plans or budgets.
Provides strategic financial management of non-sponsored and sponsored budgets, plans and determines costs of business activities; and recommends budget adjustments and other cost improvement measures. Manages financial objectives and budgets as well as tracking organization performance against objectives (Analysis reports, KB15, managerial reports, cash reports etc.). Coordinates and assumes leadership role in grant submission and supervises budget development for all funding proposals. Provides guidance for spending decisions and monitors the monthly reconciliation reports for all accounts. Ensures that all expenditures are timely, reasonable, allowable and allocable. In collaboration with the Administrator, prepares, submits and administers the annual operating and capital budgets for WSE. Works collaboratively with WSE finance office and with program leads to identify, and proactively address budget variances. Develops and oversees finance/ budget infrastructure to carry out these functions. With input from program leads, develops business plans as necessary to support budgetary requests for new programs and services. Demonstrates advanced capabilities in understanding and creating various reports from the University's accounting systems to summarize data, and perform various analyses in support of the department and center decision making processes.
Provides comprehensive financial information, analysis and advice to optimize use of the organization's financial resources. Creates and updates long range financial plan(s), reflecting all critical issues. Identifies available financial resources (current and future), and advises and deploys efficiently to best support organization objectives. Prepares all-funds budgets, analyzes financial activities and performance against budget, makes adjustments and takes action as needed.
Sponsored Projects Administration:
Manages the pre- and post- award financial activities including coordination and review of grant/contract proposals, oversight of grant and contract submission process, and management of pre and post-award data. Provides expertise to financial staff on the planning and development of budgets and management of sponsored accounts. Act as research administrator for all grants from award process to project end. Monitor PI spending to ensure compliance with budget. Ensure timely submission of all required progress/final reports to Directors. Provides research support to BME faculty including CBID director. Assists the Director of CBID and other faculty in the identification, assessment, and development of new funding sources. Organizes and maintains electronic and paper files of grant applications, grant awards, grant related documents and protocols. In conjunction with the Administrator and other senior leadership, formulates strategic and tactical planning for growth and viability. Develops new administrative policies as needed to ensure smooth operation in the program. Identifies and communicates over-expenditures on accounts to faculty and the Administrator and develops a plan to resolve shortfall. Manages account reconciliation process identifying errors and making appropriate transfer in a timely and accurate manner.
Manages day-to-day administrative operations of BME at Homewood including CBID and CTRP. Develops and maintains a sound department management structure, operating policies, procedures, and staffing to meet the operational needs of the Department and Center. Plans, coordinates and supervises operations and activities, administers budget, organizes activities and sets priorities. Monitors the use of resources in accordance with plans and budgets, and provides reports to the department, center and program leads to assist their control of resources in their areas of responsibility. Establishes, monitors, and meets or exceeds targets for operational excellence. Identifies and implements opportunities to achieve continuous improvement of processes. Responsible for building and managing a team of high-performance administrative and financial professionals.
Facilities and Lab Safety:
Provides strategic space planning and collaborate with central facilities offices. Coordinates building-related operations and maintenance with appropriate offices. Ensure proper security, safety, upkeep, renovations, and repair of all office and lab areas. Ensure needs of human and animal lab spaces. Work with JHU safety officers and individual lab captains to implement lab safety protocols wherever lacking; implement annual safety review and enforce certification for continuing employees and students who work in lab spaces. Analyzes current space usage; recommend changes as necessary.
Provides administrative support and management of approximately 12 full-time in BME. Responsible for strategic planning for future department staffing alignment needs. Helps identify and interview candidates and makes recommendations for hire. Conducts performance evaluations and salary administration for direct reports; providing ongoing feedback and constructive support. Supervisors staff time and attendance. Provides support for training and development of staff. Oversees, prioritizes and directs work efforts as necessary. Pro-actively collaborates with Administrator and department HR in any needed conflict resolution up to and including termination. Assists with on-boarding new faculty, staff and students.
Marketing and Communications:
Oversees BME marketing and communications. Oversees communication outlets (website, newsletter, social media, videos, etc.). Monitors donor activity and works with WSE and Central Development to identify potential donors and match with faculty areas of expertise.
Education and Experience: Bachelor's degree in business, finance, accounting, or other related field required. 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 preferred. Firm understanding of funding administration including guideline interpretation and budget development. Demonstrated knowledge of grant and contract management and other funds accounting required. Ability to develop budget proposals, manage human resources, develop policies and procedures required. Requires analytical ability to project revenues and expenditures, develop sound policies and procedures for area of responsibility and to maintain proper documentation for department. Must demonstrate capacity for leadership and commitment to work collaboratively with senior management team. Keen interpersonal skills, excellent oral and written communication skills required.
Johns Hopkins University remains committed to its founding principle, that education for all students should be grounded in exploration and discovery. Hopkins students are challenged not just to learn but also to advance learning itself. Critical thinking, problem solving, creativity, and entrepreneurship are all encouraged and nourished in this unique educational environment. After more than 130... years, Johns Hopkins remains a world leader in both teaching and research. Faculty members and their research colleagues at the university's Applied Physics Laboratory have each year since 1979 won Johns Hopkins more federal research and development funding than any other university. The university has nine academic divisions and campuses throughout the Baltimore-Washington area. The Krieger School of Arts and Sciences, the Whiting School of Engineering, the School of Education and the Carey Business School are based at the Homewood campus in northern Baltimore. The schools of Medicine, Public Health, and Nursing share a campus in east Baltimore with The Johns Hopkins Hospital. The Peabody Institute, a leading professional school of music, is located on Mount Vernon Place in downtown Baltimore. The Paul H. Nitze School of Advanced International Studies is located in Washington's Dupont Circle area.