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Job Req ID:  112752

Administrative Coordinator

The Center for Student Success (CSS) is seeking a full time Administrative Coordinator who provides budget and administrative support and is part of a team that makes the CSS a warm, student-friendly place. The Administrative Coordinator also provides an organized, optimized home base for the mission-driven CSS. This position will be cross trained with the Sr. Administrative Coordinator in core budget and administrative functions and will also provide support in coordinating one CSS program.  The successful candidate must be able to work in a fast-paced and collaborative work environment. This position requires a demonstrated ability to prioritize, be proactive, and respond to change. The Administrative Coordinator will deal regularly with sensitive and confidential information and must exercise professionalism and discretion at all times. This role reports to the Sr. Administrative Coordinator in the CSS and is fully in person, requiring some flexibility (occasional evening hours and weekends).


Specific Duties & Responsibilities


Office management (30%)

  • Support Sr. Administrative Coordinator in maintaining the efficient and functional use of space in the CSS (administering the office reservation system, efficient use of storage space, etc.).
  • Contribute to planning, organizing and managing team and full-staff events. Be proactive in identifying and resolving scheduling conflicts.
  • Communicate effectively and maintain positive, courteous, supportive, and professional working relationships with all levels of contacts.
  • Participate in hiring and training student employees who provide front desk coverage.
  • Help manage and maintain office equipment and supplies, communicating with vendors, housekeeping, and IT as needed.
  • Process staff travel.
  • Provide administrative support for CSS Program Directors.
  • Other duties as assigned.


Personnel processes (15%)

  • Maintain up-to-date knowledge of the OMT and TimeSheetX systems.
  • Process student payroll and part-time employee payroll.
  • Support process of recruitment and hiring for professional staff, including coordinating campus visits and processing ISRs.
  • Participate in the process of onboarding and offboarding new professional staff and student employees to the CSS.


Budget management (35%)

  • Process transactions within the SAP system relative to expenses and accounts payable, including processing invoices and setting up vendors in the system.
  • Maintain up-to-date knowledge of all aspects of SAP (budget and finance software). Receive training as necessary to keep abreast of changes and updating of software, including SAP and other software as necessary.
  • Communicate regularly with Student Affairs finance team budget; troubleshooting and problem solving as needed.
  • Participate in annual processes to include end of fiscal year close and budget planning. 


Program coordination for JUMP (20%)

  • Support the planning & implementation of events and programs, to include space reservations and ordering of supplies/catering.
  • Support the JUMP book loan program (MCAT & DAT materials).
  • Organize & maintain event summary reports.
  • Develop projections for event budgets, keeping detailed records of spending for budget reconciliations.
  • Other duties as assigned.


Special Knowledge, Skills & Abilities
  • Must be well-organized, possess good time management and interpersonal skills.
  • Ability to multi-task in a fast-paced environment and remain focused.
  • Ability to work in a cross-cultural environment.
  • Ability to influence societal and workplace attitudes which honor principles that create a more inclusive community.
  • Strong verbal and written communication skills.
  • Excellent customer service skills.
  • Ability to work independently and use discretion and sound judgment in independent decision-making.
  • Ability to maintain confidentiality and demonstrate professionalism.
  • Basic experience with computer software including but not limited to Microsoft Office.
  • Flexibility and ability to adapt quickly to changing priorities and circumstances.


Minimum Qualifications
  • High School Diploma or graduation equivalent.
  • Three years of related experience.
  • Additional education may substitute for required experience, to the extent permitted by the JHU equivalency formula.


Preferred Qualifications
  • Bachelor's Degree.
  • Experience in higher education or an executive level office is preferred.
  • Five years of experience is preferred.

 

 

Classified Title: Administrative Coordinator   
Role/Level/Range: ATO 37.5/02/OE  
Starting Salary Range: Min $18.00 - Max $33.50 HRLY ($53,618 targeted; Commensurate with experience) 
Employee group: Full Time 
Schedule: M-F, 8:30 AM - 5:00 PM 
Exempt Status: Non-Exempt 
Location: Homewood Campus 
Department name: Center for Student Success  
Personnel area: University Student Services 

Total Rewards
The referenced salary range is based on Johns Hopkins University’s good faith belief at the time of posting. Actual compensation may vary based on factors such as geographic location, work experience, market conditions, education/training and skill level. Johns Hopkins offers a total rewards package that supports our employees' health, life, career and retirement. More information can be found here: https://hr.jhu.edu/benefits-worklife/.

Please refer to the job description above to see which forms of equivalency are permitted for this position. If permitted, equivalencies will follow these guidelines: JHU Equivalency Formula: 30 undergraduate degree credits (semester hours) or 18 graduate degree credits may substitute for one year of experience. Additional related experience may substitute for required education on the same basis. 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.

**Applicants who do not meet the posted requirements but are completing their final academic semester/quarter will be considered eligible for employment and may be asked to provide additional information confirming their academic completion date.

The successful candidate(s) for this position will be subject to a pre-employment background check. Johns Hopkins is committed to hiring individuals with a justice-involved background, consistent with applicable policies and current practice. A prior criminal history does not automatically preclude candidates from employment at Johns Hopkins University. In accordance with applicable law, the university will review, on an individual basis, the date of a candidate's conviction, the nature of the conviction and how the conviction relates to an essential job-related qualification or function.

The Johns Hopkins University values diversity, equity and inclusion and advances these through our key strategic framework, the JHU Roadmap on Diversity and Inclusion.

Equal Opportunity Employer
All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.

EEO is the Law:
https://www.eeoc.gov/sites/default/files/2023-06/22-088_EEOC_KnowYourRights6.12ScreenRdr.pdf

Accommodation Information
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 Talent Acquisition Office at jhurecruitment@jhu.edu. For TTY users, call via Maryland Relay or dial 711. For more information about workplace accommodations or accessibility at Johns Hopkins University, please visit https://accessibility.jhu.edu/.

Johns Hopkins has mandated COVID-19 and influenza vaccines, as applicable. The COVID-19 vaccine does not apply to positions located in the State of Florida. 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 https://www.hopkinsmedicine.org/coronavirus/covid-19-vaccine/ and all other JHU applicants should visit https://covidinfo.jhu.edu/health-safety/covid-vaccination-information/.

The following additional provisions may apply, depending upon 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.
Homewood Campus

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