Senior Administrative Coordinator

As part of a broad initiative to support talented and motivated first-generation and/or limited-income (FLI) students, the Success Coaching Program in Academic Advising (SCAA) was established at Johns Hopkins University in 2019. The SCAA team is comprised of a team of Academic Advisor/Success Coaches (AA/SCs) and Triage Specialists. AA/SCs assist students with all academic advising-related duties and support each student with success coaching focused on the student’s academic and professional interests as well as their overall well-being. Triage Specialist(s) support the retention and academic persistence of high-priority FLI students in SCAA by tracking and resolving pending student service-related inquiries, referrals, and processes. As a point of contact between the student, the student’s AA/SC, and in collaboration with student service-related offices.

SCAA seeks a creative, energetic and entrepreneurial Senior Administrative Coordinator to provide administrative and budgetary support for SCAA. Reporting to the Senior Director, Success Coaching and Advising, this position will perform a wide variety of duties and administrative tasks necessary for the smooth operation of this program. Some evenings and weekends may be required. The position is currently hybrid, requiring 3 days in the office and 2 days working from home.

Specific Duties and Responsibilities

Administrative (70%)

• Manage the Senior Director’s schedule/calendar and set up meetings.
• Prepare the Senior Director for meetings by confirming meeting details.
• Assist Senior Director with all permissible staff search and HR-related processes.
• Provide administrative support for SCAA Project Teams as needed under the supervision of the Senior Director.
• Manage scheduling of shared meetings rooms.
• Initiate posting of job descriptions, support search processes (scheduling, coordinating interviews), complete ISRs and other relevant processing for hiring staff. Maintain up-to-date knowledge of the OMT and TimeSheetX systems.
• Prepare for onboarding new staff members (equipment, IT, etc.) and participate in the process of onboarding new employees to the SCAA team.
• Coordinate travel for SCAA staff, students, and outside constituents as needed.
• Assist with student recruitment for SCAA.
• Provide various office management tasks such as ordering office supplies, communicating with students, making appointments, reserving space, and managing calendars.
• Manages program operational logistics (e.g., IT, systems set up/access).
• Initiate the administrative process for student and staff hiring. Complete ISRs and other relevant processing documents for hiring students and staff.
• Assist with and participate in SCAA staff onboarding and training.
• Manage advisor reassignments and cohort assignments.
• Be proactive in identifying and resolving scheduling conflicts.
• Maintain general file management system for Senior Director and SCAA, including both paper and electronic files.
• Communicate effectively and maintain positive, courteous, supportive, and professional working relationships with all levels of contacts.
• Manage and maintain office IT equipment.
• Work as needed with maintenance, housekeeping, telecommunications and IT.
• Attend meetings as needed.
• Other projects and duties as assigned.

Budgetary Support (20%)

• Manage budget account related to the SCAA portfolio by tracking expenditures, reconciliation, reimbursements, allocating payments/cost transfers, monitoring for budget discrepancies within the university’s finance software.
• Coordinate with Budget Analyst to manage quarterly and annual budget reporting.
• Process transactions within the SAP system relative to expenses and accounts payable.
• 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.
• Review, track and reconcile monthly procurement credit card (P-Card) expenses.
• Communicate regularly with Budget Analyst with trouble-shooting any budgetary inquiries.
• Participate in annual processes of fiscal year close and budget planning process.
• Maintain the ordering of program inventory (e.g., supplies, resources, etc.).
• Design and maintain budget tracking and filing systems for accounts.
• Review, track and reconcile monthly Purchase Card expenses and reports for SCAA staff and program.
• Develop and disseminate monthly and quarterly budget reports for the Senior Director.
• Close out budgets and prepare year-end budget reports.
• Create detailed budget reports to identify trends in spending as requested. Prepare annual budgets.
• Communicate regularly with Homewood Student Affairs budget and university accounting staff, vendors, troubleshooting and problem solving.
• Attend monthly Admin Finance meetings.
• Process vendor contracts and payments consistent with university policies.
• Process payroll for full-time and student expenses and/or stipends.

Event Planning (10%)

• Assist SCAA staff with the coordination of logistical arrangements for SCAA events to include staff retreats, programming, peer academic advising programming (e.g., invitations, room reservations, catering orders, etc.).
• Assist the Senior Director with staff meetings, training coordination, and agendas.
• Serve as the primary point of contact for peer advisors in order to troubleshoot stipend concerns, training logistics, and other issues as needed.
• Work with other CSS coordinators and Office of Academic Advising coordinators to organize logistics for joint, collaborative and program specific activities/events (e.g., faculty dinners, workshops, retreats, field trips, etiquette dinners, etc.) during the academic year.
• Establish connections with campus partners and offices responsible for providing event support services.

Special Skills, Knowledge & Abilities

• Ability to navigate a large decentralized campus environment and establish positive connections with collaborative partners as well as FLI and non-FLI students from culturally diverse backgrounds.
• Ability to work in a cross-cultural environment.
• Timely responsiveness and the ability to meet deadlines and prioritize tasks.
• An understanding of the needs of first-generation, low-income students and underrepresented racial minorities (African American, Hispanic, Pacific Islander, American Indian) and commitment to diversity in higher education is critical for the position. Creativity, flexibility and ability to engage students from marginalized populations.
• Ability to manage and prioritize multiple projects, including strong trouble-shooting and problem-solving skills, as well as the ability to make administrative/procedural decisions and judgments.
• Ability to communicate clearly verbally and in writing.
• Budget management skills.
• Strong time management and organizational skills, keen attention to details. 
• Ability to work as part of a team in a fast-paced environment.
• Ability to work independently and use discretion and sound judgment in independent decision-making.
• Ability to maintain confidentiality and demonstrate professionalism.
• Ability to demonstrate initiative, independent judgment, and “tech-savvy-ness” with proficiency using MS Office, social media, and other marketing techniques.
• Flexibility to occasionally work outside of normal business hours and some weekends as required.

• High School Diploma required.
• Three years related experience in administrative support, budgetary management, and customer service required.

• Additional education may substitute for required experience, to the extent permitted by the JHU equivalency formula.

• Bachelor’s Degree.
• Five or more years of experience in administrative support, budgetary management, and customer service.
• Professional experience planning events and working with first-generation, limited income (FLI) and underrepresented student populations on a highly selective college or university is preferred.

• Prior experience working with SAP and other financial/human resource management programs, and Qualtrics/Microsoft Forms, is preferred.

Classified Title: Sr. Administrative Coordinator 
Job Posting Title (Working Title): Senior Administrative Coordinator   
Role/Level/Range: ATO 37.5/03/OF  
Starting Salary Range: $21.25 - $36.90 HRLY ($55,000 targeted; Commensurate with experience) 
Employee group: Full Time 
Schedule: Mon-Fri 8a-5p 
Exempt Status: Non-Exempt 
Location: Hybrid/Homewood Campus 
Department name: ​​​​​​​Center for Student Success  
Personnel area: University Student Services