Office Manager

We are seeking an Office Manager for the Department of Physics and Astronomy. This role plays a pivotal role in supporting the Chairman, Faculty, and senior administrative staff through high-level administrative tasks and project management.

The position encompasses a broad range of responsibilities, ensuring efficient operations and effective communication within the department and with external entities.

Specific Duties & Responsibilities

Administrative Support (10%)

• High-Level Assistance : Provide comprehensive administrative support to the Chairman and senior staff, including handling correspondence, managing faculty processes, and coordinating departmental initiatives.
• Correspondence Management : Draft, edit, and manage significant correspondence, ensuring clarity and confidentiality.
• Faculty Processes : Oversee tenure, appointment, promotion processes, and support faculty recruitment and onboarding.

Office & Workflow Management (10%)

• Daily Operations : Oversee daily office functions, including supplies, equipment, and maintenance.
• Staff Supervision : Manage and support office staff, ensuring effective performance and coverage. Oversite of event logistics and executions including supervising the efforts of existing positions coordinating departmental and research events.

Project & Event Management (40%)

• Departmental Projects : Lead or support departmental and university-wide projects, including strategic planning and special initiatives.
• Event Coordination : Organize and manage departmental events such as seminars, conferences, and workshops, ensuring smooth execution.

Financial & Budgetary Oversight (10%)

• Budget Management : Assist in budget planning and financial reporting, including managing office supplies and materials.
• PCard Approver : Approve PCard transactions, ensuring compliance with departmental and university policies.

Special & Cyclical Tasks (10%)

• Cyclical Responsibilities : Coordinate annual faculty reviews, budget preparation, and departmental surveys.
• Ad Hoc Tasks : Handle spontaneous tasks such as emergency response coordination, special event planning, and policy review.

Office Systems & Reporting (10%)

• Scheduling System Management : Oversee the 25Live scheduling system for departmental events and manage booking requests.
• Documentation and Reporting : Maintain departmental records, prepare reports, and ensure compliance with university policies.

Customer Service & Liaison Duties (10%)

• Stakeholder Liaison : Act as a liaison between the department and various stakeholders, including university offices and external organizations.
• Customer Service : Provide excellent service to faculty, staff, students, and visitors, resolving issues and addressing inquiries.

Special Knowledge, Skills & Abilities

• Organizational Skills : Exceptional ability to manage multiple tasks, prioritize effectively, and maintain high levels of organization.
• Communication : Strong written and verbal communication skills, with a professional and approachable demeanor.
• Confidentiality : Ability to handle sensitive information with discretion and confidentiality.
• Problem-Solving : Advanced problem-solving skills, with a proactive and initiative-driven approach to improving office operations.
• Interpersonal Skills : Strong interpersonal skills, with the ability to collaborate effectively with diverse groups and build positive relationships.
• Adaptability : Flexibility in managing changing priorities and tasks, with the ability to perform well in dynamic conditions.
• Independence : Capable of working independently with minimal supervision, while aligning with organizational goals.
• This role demands a high level of professionalism, attention to detail, and the ability to manage a wide range of administrative and project-related tasks efficiently and stakeholders from various backgrounds.

Minimum Qualifications

• Bachelor's Degree
• Five years in providing high level expertise
• Additional related experience may substitute for required education, to the extent permitted by the JHU equivalency formula

Preferred Qualifications

• Experience working in an academic department / higher education
• Proven experience in office management or administrative roles, preferably in an academic or higher education setting.
• Experience supervising staff, including managing workloads, providing feedback, and conducting performance evaluations.
• JHU Transaction Processing experience, i.e., SAP, Concur, PCard

Classified Title : Administrative Specialist

Job Posting Title (Working Title) : Office Manager

Role / Level / Range : ATP / 03 / PC

Starting Salary Range : $53,300 - $93,500 annually ($74,100 targeted; commensurate with experience)

Employee group : Full Time

Schedule : Monday-Friday, 8 : 30 am - 5 : 00 pm

Exempt Status : Exempt

Location : Hybrid / Homewood Campus

Department name : Physics and Astronomy

Personnel area : School of Arts & Sciences