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Job Req ID:  2240

Administrative Coordinator

Role/Level/Range: ATO/2/OE
Starting Salary Range ($s): $16.91 - $23.25 per hour
Employee group: Full time 
Schedule (hours/days): M-F, 8:30am - 5:00 pm
Employee subgroup (FLSA Status): Non-exempt 
Location: Homewood Campus 
Department name: Center for Student Success
Personnel area (School): Homewood Student Affairs 

 

General Summary:

The Administrative Coordinator provides primary administrative and budgetary support to the Center for Student Success (CSS). Responsibilities include monitoring expenditures, handling transactions with external vendors, tracking and resolving budget discrepancies. As office manager, the administrative coordinator is responsible for managing payroll and completing relevant processes for new staff hires.    

 

Essential Functions:

 

Budget Management (50% of time)

  • Reconcile up to 10 accounts each month.  Operate institutional computerized budgeting system to process and track expenditures, budget transfers, deposits, and budget discrepancies as needed.
  • Process invoices and petty cash.
  • Close out budgets and prepare end of year budget reports.
  • Design and maintain budget tracking and filing systems for these accounts.
  • Create detailed budget reports to identify trends in spending as requested.  
  • Prepare annual budgets.  
  •   Develop and disseminate monthly and quarterly budget reports for CSS staff
  • Review, track and reconcile monthly procurement credit card (P-Card) expenses.  
  • Communicate regularly with H.S.A. budget and university accounting staff and vendors.  Handle trouble-shooting and problem solving.
  • Forecast budgets as needed.

 

Personnel Processes (20% of time)

  • Hire, train and supervise student workers at the CSS.  Initiate the administrative process for student and staff hiring. Complete ISRs and other relevant processing for hiring students and staff. 
  • Process student and part-time staff payroll.

 

Office Management and General Administrative Support (30% of time)

  • Manage the Associate Dean’s calendar.
  • Process staff travel.  
  • Manage the CSS office suite by staying abreast of potential IT, maintenance, or housekeeping issues.
  • Communicate and trouble-shoot with IT to coordinate network and/or technology needs for the CSS.     
  • Provide excellent customer service to all constituents including students, faculty, staff, parents, vendors, local businesses, etc.
  • Manage and maintain office equipment and supplies.  Communicate with office equipment vendors and order office supplies.  
  • Coordinate office set up for new staff including purchasing equipment and furniture as well as working with maintenance, housekeeping, telecommunications and IT.
  • Provide administrative support for submission of external grants –in particular, submission through COEUS.
  • Other duties as assigned.

 

Education: 

High School Diploma/GED required. Associate’s degree or some college preferred. Additional education may substitute for required experience, to the extent permitted by the JHU equivalency formula.

 

Related work experience: 

At least three years related experience required, preferably in budgetary management, customer service and supervision of staff/student assistants. Five years of work experience is preferred.  Experience should include working with multicultural populations.  Prior experience working with JHU’s SAP and other financial/human resource management programs is preferred.  Experience working in university setting with culturally diverse populations is desired.  

 

Special skills and knowledge: 

  • Excellent written and verbal communication skills.
  • Ability to attend to detail.
  • Proficiency with MS Office. 
  • Experience with shared database systems and publication software programs are essential for this position.
  • Strong organizational skills.
  • Ability to manage and reconcile financial accounts.
  • Success with multi-tasking.
  • Excellent customer service and cross-cultural communication skills are also needed.
Homewood Campus

Job Postings are updated daily and remain online until filled.
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.

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

  • During the Influenza ("the flu") season, as a condition of employment, The Johns Hopkins Institutions require all employees who provide ongoing services to patients or work in patient care or clinical care areas to have an annual influenza vaccination or possess an approved medical or religious exception. Failure to meet this requirement may result in termination of employment.

  • 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.

Equal Opportunity Employer
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Important legal information: http://hrnt.jhu.edu/legal.cfm


Nearest Major Market: Baltimore

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