This position provides administrative management of the Department of Mathematics, including direct support to the department chair. A primary responsibility for this position is to serve as a core member whose contributions to a team-based and cross-trained environment will advance the academic mission of the Mathematics Department.
Responsibilities and Duties:
Conduct annual reviews
Provide ongoing feedback and constructive criticism
Prioritize and direct work efforts, providing guidance and direction
Motivate for higher collaboration and performance
Conduct interviews and make recommendations for hire
Analyze, distribute, and maintain faculty and department accounts
Manage accounts and make key financial decision based on analytical results
Approve small project budgets from department operation funds
Prepare electronic grant proposals to the NSF and other Government Agencies for submission and preparation (via the Office of Research Administration).
Monitor grant awards to determine when agency approval for changes are necessary
Determine what charges are allowable and allocable to sponsored accounts.
Process transactions against sponsored and non-sponsored accounts (payroll and non-payroll - to include initial transaction and transferring expenses)
Project research expenditures and provide up-to-date information to faculty and Research Administration for inclusion in their budget
Prepare grant accounts for closeout (final budget reconciliation and account balance)
Provide proposal development and submission support, including:
Writing facilities pages
Developing budgets and justifications
Entering current/pending support
Disseminating proposal guidelines and basic grant writing information to faculty
Reviewing grants for accuracy (including portions written by faculty)
Oversee the review of accounts for the determination of transfers and corrections of any errors or problems processed by staff
Provide department account analyses and projections to the department chair on a regular basis
Review and approve P-card and other purchases in SAP as a back-up for the department purchaser and others as needed
Administrative and Departmental Support:
Oversee numerous tasks assigned to administrative support staff
Develop and maintain annual fall newsletter
Develop department annual report
Maintain historical departmental and relevant data
Oversee the maintenance of the department website and assist in the development of new pages as necessary
Oversee processing and approval of ISR's for faculty and staff and emergency payroll checks for new faculty
Review and correct subsequent payroll errors or problems
Negotiate salaries for staff through the Dean's Office during annual salary projection planning and new staff recruitment
Review and approve all payroll documents for graduate student and undergraduate TA's
Establish payroll projections for faculty through grant funding analysis and Dean's appointment letters
Ensure that all faculty who are not US citizens have processed the correct employment paperwork (through the Office of International Students and Scholars) and are eligible to receive paychecks
Manage any issues pertaining to graduate student LOA status
Pre-review effort forms for the department
Provide logistical support for department seminars and talks
Support the Director of Undergraduate Studies in running summer programs
Annually audit space and update changes via the online Space Inventory System.
Manage the general flow of activity through the mathematics support office including appointment documents for visiting and new faculty, faculty/staff/student requests, space allocations, and renovations/office moves
Assist in special event and annual conference planning for the JAMI program:
Attend administrative meetings to gather new information on university policies and events.
Serve on school-wide committees as needed
Other duties as assigned or needed
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. A 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.
Knowledge and Skill:
Excellent verbal and written communication skills and ability to handle confidential information
Ability to communicate effectively with and maintain positive courteous, supportive, and professional working relationships with all levels of contacts
Advanced skills and experience with office technologies including MS Word, Excel, and PowerPoint
Familiarity with SAP preferred
Knowledge and experience with business and financial processing and competency in working with spreadsheets
Strong organizational skills and proven ability to handle multiple tasks within a wide variety of special projects
Knowledge of University resources and Homewood staff and facilities
Must be a self-starter with the proven ability to perform tasks with a considerable degree of independence and flexibility
Must effectively contribute to the customer service oriented atmosphere within the department to assist other functional areas when needed or requested
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.