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Requisition ID:  116476

Administrative Program Coordinator

Hire Hopkins is a remote-first, design-thinking office at Johns Hopkins University. We're focused on partnering with employers from a wide variety of industries to enhance job recruitment opportunities for students at all nine academic divisions of Johns Hopkins University. Our success means bringing awesome jobs and internships to our talented and qualified students. We're a small, but highly ambitious office frequently working on a variety of projects that focus on hiring outcomes and connecting the university to hundreds of employer partners across the globe.


Reporting to the Executive Director of Hire Hopkins, we are seeking an  Administrative Program Coordinator who will serve as the backbone of our operations, providing crucial administrative and operational ownership, technology optimization, and data-driven decision making. As a 4-person university-wide team, we require great autonomy, expertise, collaboration and ownership over the areas we each manage.


Specific Duties & Responsibilities


Administrative Leadership

  • Manage the Hire Hopkins email inbox, serving as the first point of contact for our employers and stakeholders. This includes responding to inquiries, routing messages to our school partners, and determining appropriate next steps internally to achieve hiring outcomes.
  • Plan, create, and distribute mechanisms for feedback from hiring partners, JHU stakeholders, and students.
  • Own expense management in Concur, including processing reports, tracking + reconciling transactions, and ensuring policy compliance.
  • Lead all of our administrative and tech needs to ensure smooth program operations.
  • Manage online program logistics and processes.
  • Maintain vendor relationships and make sure our yearly needs are covered.
  • Optimize admin processes for the Hire Hopkins office internally, with our stakeholders, and with our employers.
  • Lead the administrative component (planning, coordinating, and executing) various initiatives.


Tech Lead and Operations

  • Managing technology infrastructure (website, SharePoint, CRM, and use of existing tech tools we utilize to do our work internally and with the hundreds of employers we engage with annually e.g. Handshake).
  • Maintain and update the Hire Hopkins website.
  • Manage SharePoint sites and ensure proper file organization.
  • Assist with CRM management and optimization in the short-term until a long-term solution is chosen by the Office of Digital Transformation.
  • Collaborate with the Handshake system admin to monitor job postings and employer interactions.
  • Serve as the Hire Hopkins owner of technology platforms and POC to the Office of Digital Transformation.
  • Identify/implement technology solutions for our office's needs.
  • Ensure seamless tech implementation and integration between ODT and the Hire Hopkins office.
  • Optimize tech systems and use for the Hire Hopkins office internally, with our stakeholders, and with our employers.
  • Lead Hire Hopkins technology adoption initiatives providing strategic recommendations and directing digital asset management.


Data Tracking and Updates

  • Own Hire Hopkins data collection and analysis (in collaboration with and with a dotted line to Jayme Gann, Sr. Business Intelligence Analyst in the Office of Digital Transformation).
  • Create, maintain, and analyze accurate records of event details, including registrations, feedback surveys, and outcomes.
  • Examples include tagging jobs in Handshake, ensuring CRM data accuracy and currency.
  • Partner with and collaborate with the Office of Digital Transformation to design and maintain dashboards for ad hoc and yearlong data requests.


Data Analysis and Cleanup

  • Perform basic data analysis on internal metrics and survey results.
  • Generate insights from metrics.
  • Recommend improvements based on analysis.
  • Collect and manage data from multiple sources, ensuring accuracy and consistency.
  • Create regular reports on program metrics and outcomes.
  • Coordinate with the Office of Digital Transformation to ensure data are properly cleaned and formatted for advanced analysis by their office.
  • Use data visualization tools to present insights to non-technical audiences.
  • Collaborate on data-driven solutions to optimize events, student engagement, and employer outreach.


Special Skills, Knowledge & Abilities

  • The ideal candidate enjoys working with data and is tech-savvy.
  • Expertise in various software tools and platforms (Excel, Handshake, SharePoint).
  • Strong analytical capabilities and data management skills (Excel pivot tables, building quick reports, interpreting dashboards).
  • Excellent written and oral communication.
  • Experience with/respect for the unique data security requirements of the higher education industry (i.e., FERPA and PII).
  • Exceptional organizational skills and attention to detail.
  • Ability to work independently and collaboratively resolving complex problems while maintaining a positive 'can-do' attitude.
  • Able to be adaptable, data-focused, and outcomes-driven.
  • As part of a small team within a large organization, the ability to handle multiple stakeholders with grace is key. We operate with a 'startup' culture, benefiting from the resources of a larger organization.
  • Team members must enjoy remote work and be available 9am-5pm EST. We provide a laptop and cellphone.


Core Competencies

  • Strong problem-solving and analytical abilities.
  • Excellence in stakeholder communication.
  • Initiative and ownership mindset.
  • Process improvement orientation.
  • Attention to detail and organizational skills.
  • Ability to handle confidential information with discretion.
  • Commitment to data security compliance (FERPA and PII).


Minimum Qualifications
  • Bachelor’s Degree.
  • Three years of progressively responsible professional-level administrative or finance experience.
  • Additional experience may substitute for education, to the extent permitted by the JHU equivalency formula.


Preferred Qualifications
  • Five plus years of experience in operations, program administration, or related field.
  • Demonstrated experience owning operational initiatives and complex projects.
  • Strong analytical skills with experience in data-driven problem solving.
  • Advanced proficiency with business technology tools (Microsoft Office Suite, CRM systems).
  • Proficiency with data visualization tools (Excel and PowerBI).
  • Competency with website management and SharePoint administration.

 

 

Classified Title: Administrative Program Coordinator 
Role/Level/Range: ATP/03/PC  
Starting Salary Range: $53,800 - $94,400 Annually ($70,000 targeted; Commensurate with experience) 
Employee group: Full Time 
Schedule: M-F 8:30 am - 5:00 pm EST 
Exempt Status: Exempt 
Location: Remote 
Department name: Hire Hopkins  
Personnel area: University Student Services 

 

 

Total Rewards
The referenced base salary range represents the low and high end of Johns Hopkins University’s salary range for this position. Not all candidates will be eligible for the upper end of the salary range. Exact salary will ultimately depend on multiple factors, which may include the successful candidate's geographic location, skills, work experience, market conditions, education/training and other qualifications. 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/.

Education and Experience Equivalency
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 Completing Studies
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.

Background Checks
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.

Diversity and Inclusion
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/.

Vaccine Requirements
Johns Hopkins University strongly encourages, but no longer requires, at least one dose of the COVID-19 vaccine. The COVID-19 vaccine does not apply to positions located in the State of Florida. We still require all faculty, staff, and students to receive the seasonal flu vaccine. 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. This change does not apply to the School of Medicine (SOM). SOM hires must be fully vaccinated with an FDA COVID-19 vaccination and provide proof of vaccination status. 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.
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