Job Description

Jhpiego is seeking an Office Manager to oversee daily office operations, coordinate administrative tasks, manage staff and resources, and ensure the office runs efficiently.

This role will provide administrative support and perform general office management duties necessary for the efficient operation of an office or program. This position has essential responsibility for supervising two or more staff with hiring and performance management authority. The Office Manager may also play a role in fiscal and budget management for the assigned area. The responsibilities of this role require significant collaboration and coordination with others.

This position is primarily office-based, with occasional off-site meetings or events.

Specific Duties & Responsibilities:

• Act as a lead, and plan, support, and organize daily activities of the office or program.
• Supervise employment for two or more staff, including hiring, performance management and oversight of the assigned team.
• Exercise independent judgment in the resolution of administrative problems.
• Make recommendations for new policies, processes, and procedures and oversee the implementation of changes.
• Manage team or individual calendars; plan and schedule meetings and coordinate associated logistics.
• Support the administration of the department/unit's budget, including monitoring and tracking expenses, budget reconciliation, resolving issues, and assisting with developing budget projections, collecting information for budget development.
• Ensure accuracy and compliance with approved budget.
• May represent department management in appropriate circumstances within the scope of the position’s responsibility and purview.
• Independently develop and manage complex and key administrative projects (databases, reports, office workflow, records control, course materials).
• Coordinate purchasing processes; process various department bills and reconcile accounts.
• Prepare meeting materials (e.g., draft agenda, collect relevant information) and staff high level meetings. Record and draft minutes; monitor and follow-up on action items.
• Coordinate and provide various general office services, e.g., payroll, purchasing, records control, office moves/renovations, repairs and maintenance.
• May serve as the liaison or office contact with facilities or other service providers.
• Identify and resolve administrative problems and issues.
• Analyze operating practices, processes and procedures (e.g., record keeping systems, forms control, office layout, personnel requirements).
• Develop and recommend administrative processes/procedures to ensure efficiency in general office operations; interpret and communicate operating policies.
• Develop and produce reports.
• May assist with the preparation of presentations.
• Assist with planning special events/functions, including workshops, conferences, etc.
• May perform some non-routine and confidential administrative functions, as needed.
• Coordinate work assignments of students and/or temporary office support, as needed.
• Coordinate preparation, set up and logistics for department/office events/functions.
• Other duties as assigned.

Minimum Qualifications

• High School Diploma or graduation 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 required education beyond a high school diploma/graduation equivalent, to the extent permitted by the JHU equivalency formula.

Preferred Qualifications

Technical Qualifications & Specialized Certifications:

• Highly proficient with Microsoft Office programs including Outlook, Word, Excel, and PowerPoint.

Technical Skills & Expected Level of Proficiency:

• Budget Management: Advanced
• Financial Administration: Advanced
• Office Procedures: Authority
• Oral and Written Communications: Advanced
• Organizational Skills: Advanced
• Operational Oversight: Authority
• Process Improvement: Advanced
• Workflow Management: Authority

The core technical skills listed are most essential; additional technical skills may be required based on specific division or department needs.

Classified Title: Administrative Supervisor
Job Posting Title (Working Title): Office Manager
Role/Level/Range: ATO 37.5/03/OF
Starting Salary Range: $87,076 - $109,538 Commensurate with Experience
Employee group: Full Time
Schedule: Monday - Friday 8:30am - 5:00pm
FLSA Status: Exempt
Location: Jhpiego
Department name: 60000108-Global Human Resources GHR
Personnel area: Academic and Business Centers