The Johns Hopkins Biomedical Engineering (BME) is an interdisciplinary department with affiliated centers and institutes that are part of a joint 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.

We are seeking a Senior Administrator. The Senior Administrator, in conjunction with the Biomedical Engineering Department Director, oversees the financial, administrative and operations responsibilities of the department that encompasses approximately 85 full-time primary faculty, 50 full-time joint faculty, 65 full-time staff, 55 postdoctoral fellows, 300 PhD students, 230 masters’ students, and 465 undergraduate students, and four research centers and institute spanning two campuses and divisions. Serving as a close strategic partner to the Director, the general areas of responsibility include: strategic planning, research administration, budget and financial planning and oversight, general funds management, staff leadership, compliance, lab oversight, communications and facilities/space planning. This role primarily works with the Director of Biomedical Engineering, with direct lines to the Divisional Business Offices of the Whiting School of Engineering and the School of Medicine.

The Senior Administrator provides management support to the department Director and faculty to ensure efficient and effective administration of one cohesive department across two schools and campuses. Leads or collaborates on strategic priorities for the Director. Oversees communications for the department. Directs and supervises administrative, academic program, and financial staff supporting the department goals. Provides financial analysis and program planning support to the Director of the department. Collaborates with the Director on long term planning, as well as analysis and resolution of short-term issues, while suggesting solutions and implementing decisions.

Directs both the short-term and long-range activities of the department, including responsibility for financial and administrative operations, academic program administration, internal communications and space/equipment-related operations. Works with the Director and department faculty to plan, execute and recommend programs and policies that will assure the achievement of department goals and meet the financial needs of the department. Provides complex financial and other reports to Director, faculty, School and the University, as well as outside agencies. Prepares policy and planning documents, reports and draft materials, as well as strategic communications about the department for the Director.

Specific Duties & Responsibilities:

Strategic and Administrative Operations

• Oversee all aspects of administrative management for approximately 85 full-time primary faculty, 50 full-time joint faculty, 65 full time staff, 55 postdoctoral fellows, 300 PhD students, 230 masters’ students, and 465 undergraduate students.

• Responsible for advancing the department’s priorities, anticipating emerging issues, keeping the Director, department leadership and staff informed and coordinated, and working closely with them to develop creative options and to resolve complex problems.

• Works collaboratively with department leadership, including Director and Vice-Chairs, as well as other faculty and staff to translate broad directions into concrete goals and accomplishments; and senior-level project management leadership, meshing substantive policy goals with sensitivity to the interests and concerns and accomplishments of the department’s faculty, students and staff.

• Provide data and analysis, benchmarking and other key information to support the assessment of the department’s performance in achieving its strategic priorities and through ongoing evaluation of progress, advises the Director and leadership on areas requiring further attention.

• Lead the execution of critical department priorities on behalf of the Director, in close collaboration with relevant subject-matter leaders.

• Serve as catalyst on critical projects and initiatives on behalf of the Director (e.g. major initiative proposals, business plans, significant partnership opportunities for the department)

• Collaborate with BME Vice-Chairs as well as the five BME standing departmental committees (Executive, Faculty Affairs, Undergraduate Academic Programs, Graduate Academic Programs and Clinical & Industrial Translation) in their operations supporting departmental governance.

• Partners with faculty as needed and oversees the operations and administration of academic programs in the department.

• Oversee communications for the department and the Director, this includes background research, memos, talking points, and other written materials.

• As requested, will serve as a liaison to and represent the Director on communications and with internal and external constituencies.

• Responsible for effective staff management, including hiring and orientation, training and development, workflow and performance management.

• In collaboration with Human Resources and department faculty, ensure the skills and competencies of department staff address changing technology and changing needs.

• Oversee training of staff and develop procedures to improve efficiency, effectiveness and, as necessary, to reorganize.

• Promote an inclusive and innovative work environment.

• Lead general facilities operations for the department and work with Facilities Management and/or Design & Construction on space projects.

• Coordinate with faculty and department leadership to develop a space allocation policy for the department, maintain systems to monitor space use, including off-site locations and leases.

• Facilitate processes to ensure and monitor compliance efforts in the department (e.g. labs, research compliance, HR etc.)

Financial Operations

• Project and analyze long-term trends in total budget for the department, including analysis of expected changes in teaching, research and professional activities, student enrollment and scholarship support, faculty size and composition as well as analysis and resolution of short-term issues.

• Advise the Director on resource needs and financial risks facing the department.

• Ensure timely responses to requests for regular and ad hoc reports from Director, faculty, School and University administration, and sponsored research agencies.

• Lead financial/grants managers and their staff. Oversee fiscal management for sponsored research funding and other accounts: general funds, gifts, endowments, student scholarships and petty cash funds.

• Oversee fiscal management for sponsored research of approximately $40-50 million per year (pre- and post-award for grants, contracts, sub-contracts).

• Administer departments and centers’ general funds budgets (approximately $20 million per year).

• Manage portfolio of $1.2 million in gift funds; $3.6 million in discretionary funds; and $15 million in Affiliated Institution Dowry funds with current use spending of approximately $1.5 million.

• Identify opportunities and champion major initiatives for continuous improvement in support of internal controls and financial reporting processes.

• Ensure compliance with university policies and procedures and all applicable legal rules, regulations and Sponsor guidelines.

• Serve as a key resource for strategic financial operational planning.

• Oversee annual budget planning and preparation, financial analysis, long term projections and reporting.

• Direct financial analysis processes, analyze business critical systems and proactively resolve strategic issues that may span multiple business areas.

Special Knowledge, Skills & Abilities

• Ability to exercise administrative judgment and assume responsibility for decisions, consequences, and results having an impact on people, costs, and/or quality of service within the organization.

• Recognize the sensitivity and importance of managing confidential department and/or School information.

• Ability to function independently, with a high level of discretion and decision-making responsibility, along with the discernment to understand when leadership intervention is important and necessary

• Integrity, candor, tact, good judgment and attention to detail

• Excellent writing, communication and oral presentation skills as well as analytical ability; experience in financial modeling

• Ability to concisely present summary of work to senior leaders

• Proven record of project management skills, strong organizational planning and facilitation skills

• Knowledge and experience in grant administration

• Understand the challenges and complexities of managing research programs that occur overseas and in developing countries.

• Ability to build rapport and relationships with varied groups of internal and external stakeholder

• Advanced knowledge using financial and other software applications including Microsoft suite and SAP.

• Ability to work effectively both as part of a team and individually.

Supervisory responsibility (indicate the number and type of persons supervised by incumbent): Manage 5 direct reports and over 30 indirect reports including: Senior Financial Manager and Analysts, Grants and Contracts Manager and Analysts, Academic Program Managers, Senior Staff Engineer, Scientific Project Administrator, Communications and IT staff, an Administrative Manager, Administrative Specialists and general administrative staff.

Budget authority (indicate dollar amount of budget managed and type/level of authority): Oversees portfolio of approximately $65 million.

Minimum Qualifications

• Bachelor's Degree in Business, Finance, Accounting or other related field.

• Seven years progressively responsible professional-level administrative and financial experience related to monetary or non-monetary resources of a department, center, or unit, including 2 years financial management experience (e.g., planning, directing, monitoring, organizing, and controlling monetary and non-monetary resources). Supervisory experience strongly preferred.

• Master's degree in a related field may substitute for required experience, to the extent permitted by the JHU equivalency formula.

Preferred Qualifications

• Master’s Degree in related field preferred.

Classified Title: Administrator

Job Posting Title (Working Title): Senior Administrator

Role/Level/Range: L/04/LE

Starting Salary Range: $85,400 - $180,000 Annually (Commensurate with experience)

Employee group: Full Time

Schedule: 37.5 hrs/wk, M-F

Exempt Status: Exempt

Location: Hybrid/Homewood Campus

Department name: ​​​​​​Department of Biomedical Engineering

Personnel area: Whiting School of Engineering

Equal Opportunity Employer:

Johns Hopkins University is an equal opportunity employer and does not discriminate on the basis of race, color, gender, religion, age, sexual orientation, national or ethnic origin, disability, marital status, veteran status, or any other occupationally irrelevant criteria. The university promotes affirmative action for minorities, women, disabled persons, and veterans.