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 comprises a team of Academic Advisors/Success Coaches (AA/SCs) and Triage Specialists. AA/SCs assist students with all academic advising-related duties and provide each student with success coaching tailored to their 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

of Success Coaching and Advising, this position will perform a wide range of duties and administrative tasks necessary for the smooth operation of the 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 & Responsibilities

Administrative (70%)

• Manage the Senior Director’s schedule and 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 to SCAA Project Teams as needed, under the supervision of the Senior Director.
• Manage the scheduling of shared meeting rooms.
• Initiate the posting of job descriptions, support search processes (including scheduling and coordinating interviews), and complete ISRs and other relevant processing for hiring staff. Maintain up-to-date knowledge of the OMT and TimeSheetX systems.
• Prepare for the onboarding of new staff members, including equipment and IT, and participate in the onboarding process for new employees joining the SCAA team.
• Coordinate travel for SCAA staff, students, and outside constituents as needed.
• Assist with student recruitment for SCAA.
• Perform various office management tasks, including ordering office supplies, communicating with students, scheduling appointments, reserving space, and managing calendars.
• Manages program operational logistics, including IT and system setup/access.
• Initiate the administrative process for hiring students and staff. 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 accounts related to the SCAA portfolio by tracking expenditures, reconciliations, and reimbursements; allocating payments and cost transfers; and monitoring budget discrepancies within the university’s finance software.
• Coordinate with the 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, including budget and finance software.
• Receive training as necessary to stay current with software updates and changes, including SAP and other relevant software.
• Review, track, and reconcile monthly P-Card expenses.
• Communicate regularly with the Budget Analyst to troubleshoot any budgetary inquiries.
• Participate in the annual processes of fiscal year close and budget planning.
• Maintain the program and order necessary supplies and resources as needed.
• 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 spending trends as requested. Prepare annual budgets.
• Communicate regularly with Homewood Student Affairs budget and university accounting staff, as well as vendors, to troubleshoot and solve problems
• Attend monthly Admin Finance meetings.
• Process vendor contracts and payments consistent with university policies.
• Process payroll for full-time employees and students, including expenses and/or stipends.

Event Planning (10%)

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

Special Knowledge, Skills, & Abilities

• Ability to navigate a sizeable, 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 individuals from diverse backgrounds, as well as a 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 troubleshooting and problem-solving skills, as well as the ability to make administrative and procedural decisions and judgments.
• Ability to communicate verbally and in writing.
• Budget management skills.
• Strong time management and organizational skills, keen attention to detail. Ability to meet deadlines.
• Ability to work as part of a team in a fast-paced environment.
• Ability to work independently and exercise discretion and sound judgment in making independent decisions
• Ability to maintain confidentiality and demonstrate professionalism.
• Flexibility to occasionally work outside of regular business hours and some weekends as required.
• The successful candidate must also demonstrate initiative, independent judgment, and “tech-savvy-ness” with proficiency using MS Office, social media, and other marketing techniques.

• High School Diploma or graduation equivalent.
• Five years progressively responsible administrative experience.
• Additional education may substitute for required experience and additional related experience may substitute for required education beyond HS Diploma/Graduation Equivalent, 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.
• Prior experience working with SAP and other financial and human resource management programs, as well as Qualtrics and Microsoft Forms, is preferred. 
• Professional experience planning events and working with first-generation, limited income (FLI) individuals with varied backgrounds at a highly selective college or university 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 (Commensurate w/exp.) 
Employee group: Full Time 
Schedule: 8:30am-5pm, Mon-Friday. 3 days in person; 2 days remote. Some weekend and/or evening work may be required 
FLSA Status: Non-Exempt 
Location: Hybrid/Homewood Campus 
Department name: ​​​​​​​Center for Student Success  
Personnel area: University Student Services