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Job Req ID:  59881

Senior Administrative Coordinator

The Mathematics department is seeking candidates for the position of Senior Administrative Coordinator. This role will be responsible for a wide range of administrative duties. Work assignments will involve considerable judgment, tact, creativity, initiative, an appreciation for tight deadlines, an unwavering commitment to the organization, and a positive attitude.


The primary responsibilities are to provide administrative support to faculty, staff and students, assist with the faculty recruitment process, manage special events and seminars, manage department website content, assist with SAP transactions, and general duties as assigned.


Specific Duties & Responsibilities:

  • Day to Day responsibilities:
    • Maintain department calendars
    • Prepare meeting materials
    • Facilitate in person and virtual meetings and conference calls
    • Coordinate travel
    • Seminar and special events planning and execution
    • Provide coverage at front desk if needed
    • Manage special projects
    • Backup for Administrative Secretary
    • Provide administrative support to Administrative Manager and Department Chair


  • Financial:
    • Budget Assistance and Financial Duties
    • Accounts payable activities to include vendor setup, online payment requests, expense reimbursements, and other SAP transactions
    • Procurement of goods for the institute utilizing shopping cart or other preferred university procurement methods
    • Expense reimbursements
    • Assist with account reconciliation
    • Provide backup to Budget Analyst


  • Event Planning:
    • Special Events
    • Coordinate logistics for meetings, conferences, department events on and off campus
    • Coordinate Doodle Polls for meetings, and familiarity with Zoom
    • Publish posters for events
    • Locate and collaborate with caterers to get multiple quotes for annual events for approval
    • Room requests on-campus to accommodate 50-100 people
    • Create and distribute invitations, manage RSVPs
    • Request Audiovisual equipment
    • Submit request for deposit and final payments to caterer
    • Prepare, analyze, and organize seminar reimbursements for processing
    • Monitor budget related to each event
    • Arrange hotel & shuttle reservations for visitors and update information on the shared network drive for staff access
    • Develop, maintain, and organize reimbursement forms and visitor package


  • Website:
    • Publish content to department WordPress website and ensure information is up to date
    • Post all events to department website
    • Manage web maintenance requests
    • Proactively identify opportunities to improve overall web maintenance process


  • Academic Duties:
    • Distribute and collect surveys, TA evaluation and teaching preference
    • Coordinate help room schedule
    • Prepare and submit visiting scholar appointment letters to the Dean’s office for approval
    • Provide the following support to Sr. Academic Coordinator
    • Assist with the distribution/collection/review of Registrar’s Office requests concerning course rosters, interim reports, and various other requirements.
    • Distribute and collect post-exam plans for faculty and faculty teaching preference
    • Back up for textbook ordering and distribution to faculty and TAs


Minimum Qualifications (Mandatory):

  • High School Diploma/GED
  • Five years progressively responsible administrative experience
  • Additional education may substitute for required experience, to the extent permitted by the JHU equivalency formula


Preferred Qualifications:

  • Bachelor’s degree preferred
  • Three years related experience, in an academic setting
  • Knowledge & experience of SAP and budgeting experience, preferred


Special Knowledge, Skills, and Abilities:

  • Experience in providing administrative support for senior staff and faculty
  • Proficiency with office desktop software, including working with the Microsoft Office suite (Word, Excel, and Outlook), Adobe Acrobat, and WordPress
  • The ability to master new computer software quickly
  • Expertise in organizing meetings, managing inbound calls, Zoom setup, conference call setup
  • High level of judgment, reason, and discretion
  • A positive attitude and willingness to help others
  • Excellent organization skills and attention to detail
  • Ability to work independently and efficiently self-manage and prioritize time and tasks
  • Strong communication skills -- both oral and written -- and the ability to maintain confidentiality


Classified Title: Sr. Administrative Coordinator
Role/Level/Range: ATO 37.5/03/OF 
Starting Salary Range: $19.82 to $27.27/hr (commensurate with experience)
Employee group: Full Time 
Schedule: M-F, 8:00-4:30 
Exempt Status: Non-Exempt  
Location: ​​​​​​​Homewood Campus 

Department name: ​​​​​​​Mathematics  
Personnel area: School of Arts & Sciences


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 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.


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