Administrative Supervisor

About the role

The Administrative Supervisor oversees the coordinator team for the Department of Medicine (DOM) Development team, which raises $30–45 million annually to support nearly 700 physician-scientists and faculty members across 17 academic divisions, including rheumatology, nephrology, endocrinology, pulmonary, and geriatrics. This role provides strategic oversight to ensure effective data entry, timely report development and dissemination, and administrative support for gift officers. The Administrative Supervisor supervises two or more staff, manages office operations, and may contribute to fiscal and budget management.

Responsibilities

• Act as a lead, planning, supporting, and organizing daily office or program activities.
• Supervise employment for two or more staff, including hiring, performance management, and team oversight.
• Exercise independent judgment in resolving administrative problems.
• Recommend and implement new policies, processes, and procedures.
• Manage team or individual calendars, schedule meetings, and coordinate logistics.
• Support budget administration, including monitoring expenses, reconciling budgets, resolving issues, and assisting with projections.
• Ensure accuracy and compliance with approved budgets.
• Represent department management as needed within the scope of the role.
• Develop and manage complex administrative projects (e.g., databases, reports, workflows, records control).
• Coordinate purchasing processes, process department bills, and reconcile accounts.
• Prepare meeting materials, staff high-level meetings, record and draft minutes, and follow up on action items.
• Provide general office services, such as payroll, purchasing, records control, office moves, repairs, and maintenance.
• Serve as a liaison with facilities or other service providers.
• Identify and resolve administrative issues.
• Analyze operating practices, processes, and procedures (e.g., record-keeping systems, office layout).
• Develop and recommend administrative processes to improve efficiency.
• Develop and produce reports; assist with presentation preparation.
• Plan special events, workshops, and conferences.
• Perform non-routine and confidential administrative functions as needed.
• Coordinate work assignments for students or temporary office support.
• Coordinate preparation, setup, and logistics for department events.
• Other duties as assigned.

Requirements

• High school diploma or equivalent.
• Five years of progressively responsible administrative experience, including some lead or supervisory experience.
• Additional education may substitute for required experience, and additional related experience may substitute for education, as permitted by the JHU equivalency formula.

Preferred Qualifications

• Highly proficient with Microsoft Office programs (Outlook, Word, Excel, PowerPoint).
• Advanced skills in budget management, financial administration, and office procedures.
• Advanced oral and written communication, organizational, and operational oversight skills.
• Authority in process improvement and workflow management.

Pay

Starting salary range: $45,343 – $78,624 (targeted salary: $72,000; commensurate with experience).

Schedule

Monday – Friday, 8:30 AM – 5:00 PM.