Administrative Supervisor (Rockville, MD, United States, 20850)

The Johns Hopkins University
 Rockville, MD

The Osher Gift Program is seeking an Administrative Supervisor who encompasses the supervision of program operations and program staff members; including registration, communication, marketing and outreach activities, routine administration, and logistical planning and coordination at three locations. In addition, the position assists the Director with fiscal responsibilities, budget management, and policy matters.

Specific Duties & Responsibilities:

Performance Management (30%)

  • Develop and schedule program work plan for staff
  • Training on policies and procedures
  • Coaching and Motivating
  • Delegating appropriate tasks
  • Evaluating
  • Travel to other locations

Facilities Management (20%)

  • Daily Coordination of Program Operations for all locations
  • Course and Event Room Scheduling
  • Faculty: Contract Implementation and Logistics Planning
  • Make sure administrative systems operate smoothly and effectively
  • Successful, smooth program operation
  • Accurate and timely communication
  • Provides excellent customer service
  • Handles multi tasks and prioritizes workload to meet deadlines
  • Demonstrate initiative and problem solving
  • Uses creativity and innovation to accomplish departmental goals

Member Services, Technology & Enrollment Management (20%)

  • Recruit and retains members
  • Maintain and manage Access Database
  • Processes and tracks all membership information in database
  • Prepare database reports on membership statistics and analysis
  • Determine web content and update website using
  • Site Executive
  • Process room scheduling and audio-visual requests in the Astra Scheduling System
  • Provides member consultation in a professional manner
  • Provides excellent customer service
  • Data collection, entry, analysis and report generation are accurate and completed within established deadlines
  • Provides timely responses to technical and date related questions
  • Accurately keys data into appropriate data management systems in a timely fashion

Communications/Marketing Management (20%)

  • Edit Program Publications
  • Production and distribution of monthly membership newsletter
  • Develop and distribute fliers and brochures publicizing special events/trips
  • Market and promote membership growth within the University and in the community
  • Consistent ongoing communication with members on safety, program and campus updates
  • Collaborate and assist other university departments on potential partnership projects
  • Preserve smooth working relationships and excellent communication with various departments; Provost Staff, University Staff, and Faculty Members, AAP Staff and Faculty members, Asbury Staff and members
  • Resolve member/faculty issues verbally or in writing
  • Communications are accurate and timely
  • Provides member consultation in a professional and timely fashion
  • Responds to member and faculty requests within 24 hours (for initial response)
  • Provides excellent customer service
  • Presents compiled information in clear and concise formats
  • Builds effective working partnerships within the School, across the University, and in Outreach Programs
  • Correspondence is produced in a professional, accurate and timely fashion
  • Greets visitors to the campus locations in a friendly, professional, and pro-active manner
  • Handles multi tasks and prioritizes workload to meet deadlines
  • Demonstrates high attention to detail
  • Demonstrates initiative and problem-solving approach

Budget & Expenditure Planning (10%)

  • Assist Director with development and preparation of program/event budgets by evaluating and recommending expenditures based on cost/benefit analysis, monitoring expenditures to maintain appropriate spending levels while still delivering quality programming, processing invoices for payment, researching invoice discrepancies and preparing financial reports as needed
  • Collect and process membership fees
  • Maintains records for grant preparation or budget reports
  • Determines equipment and supply needs, researches and selects vendors, makes recommendations to Director for approval and then purchases equipment and supplies
  • Review monthly Business Warehouse Summaries and share with Director
  • Responsible for procurement card transactions, receipts and summary reports
  • Prepare, track, correct and resubmit Deposit
  • Transmittal Forms and forward to accounting
  • Order office supplies using SAP, and maintain supply inventory
  • Assist Director with development of schedule and identification of faculty
  • Developing agenda, planning, and participating in staff meetings Advisory Board Meetings
  • Maintains accurate and up-to-date budget accounting
  • Prepared budgets and grants are comprehensive, accurate and managed effectively
  • Maintains accurate, secure, and up-to-date financial records
  • Meets implementation dates and deliverables as planned and within budget parameters

Minimum Qualifications (Mandatory):

  • High School Diploma/GED
  • Five years progressively responsible administrative experience
  • Additional education may substitute for required experience, 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.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.

Preferred Qualifications:

  • Bachelor’s Degree

Special Knowledge, Skills & Abilities:

  • Program management, academic and curricular experience, supervision, interpersonal communication skills
  • Microsoft Office Suite experience required
  • Problem solving skills, follow-through and attention to detail
  • Experience working with an older population

Classified Title: Administrative Supervisor

Role/Level/Range: ATO 37.5/03/OF

Starting Salary Range: $41,638 - $57,221 annually (commensurate with experience)

Employee group: Full Time

Schedule: M-F, 8:30 am - 5:00 p m

Exempt Status: Exempt

Location: Hybrid

Department name: ​​​​​​​Osher Gift Program

Personnel area: School of Arts & Sciences

The successful candidate(s) for this position will be subject to a pre-employment background check.

If you are interested in applying for employment with The Johns Hopkins University and require special assistance or accommodation during any part of the pre-employment process, please contact the HR Business Services Office at jhurecruitment@jhu.edu. For TTY users, call via Maryland Relay or dial 711.

Johns Hopkins has mandated COVID-19 and influenza vaccines, as applicable. Exceptions to the COVID and flu vaccine requirements may be provided to individuals for religious beliefs or medical reasons. Requests for an exception must be submitted to the JHU vaccination registry. For additional information, applicants for SOM positions should visit and all other JHU applicants should visit https://covidinfo.jhu.edu/health-safety/covid-vaccination-information/.

The following additional provisions may apply, depending on campus. Your recruiter will advise accordingly.

The pre-employment physical for positions in clinical areas, laboratories, working with research subjects, or involving community contact requires documentation of immune status against Rubella (German measles), Rubeola (Measles), Mumps, Varicella (chickenpox), Hepatitis B and documentation of having received the Tdap (Tetanus, diphtheria, pertussis) vaccination. This may include documentation of having two (2) MMR vaccines; two (2) Varicella vaccines; or antibody status to these diseases from laboratory testing. Blood tests for immunities to these diseases are ordinarily included in the pre-employment physical exam except for those employees who provide results of blood tests or immunization documentation from their own health care providers. Any vaccinations required for these diseases will be given at no cost in our Occupational Health office.

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