Create Alert
Apply now »
Job Req ID:  113349

Sr. Administrative Coordinator

The Office of Academic Advising in the Krieger School of Arts and Sciences seeks a professional Sr. Administrative Coordinator to manage the daily operations of the office. This role hires, trains, and supervises student workers who answer the main phone line and greet visitors The administrative coordinator will oversee many projects and processes within the office of academic advising, such as the KSAS exceptions committee, dean’s list, and drop-in advising service. This position is responsible for monitoring and responding to emails from multiple office accounts and also sending important and timely communications to students. The Sr. Administrative Coordinator is responsible for managing the calendar of the Assistant Dean of Academic Advising. The successful candidate will be proficient in the Microsoft suite of software.


*Note - This position is fully onsite Monday - Friday during an academic semester and is not eligible to participate in a remote work schedule. When courses are out of session, this position is remote eligible.


Specific Duties & Responsibilities

  • Manage the day-to-day operations within the Office of Academic Advising.
  • Recruit, hire, train, and supervise 4-6 student workers who manage the front desk, greet visitors, and answer the phone.
  • Serve as a backup to the student workers to manage the front desk, greet visitors, and answer the phone.
  • Oversee the KSAS Exceptions Committee process by receiving formal exception requests, preparing documents for committee review, communicating with students and faculty, and documenting committee decisions. Run reports to identify students with no advisor and manually assign academic advisors via OnBase.
  • Manage the calendar and scheduling for the Assistant Dean of Academic Advising.
  • Manage the virtual drop-in advising hours hosted via Zoom.
  • Maintain inventory and order office supplies as needed and assist with facilities request submissions when necessary.
  • Process Dean’s List Letters In conjunction with the Office of the Registrar. Troubleshoot any inquiries with students and parents.
  • Update webpages regularly throughout the academic year to ensure the most up-to-date information is provided to website visitors.
  • Maintain, and create content, for various handbooks and training documents such as the Student Worker Handbook, and Front Desk Handbook, as well as other instructional materials.
  • Assist with event planning such as the PBK Honor Society celebration.
  • Assemble and distribute all swag items to be given to incoming freshmen at the First Meeting with Traditional Advisors.
  • Update and disseminate the Emergency Contacts List whenever needed.
  • Refills in kitchenette: coffee, tea, cocoa, sugar, creamers, dish, and hand soap pumps.
  • Attend to issues involving the Canon Copier, i.e. ink replacement, paper refills, paper jams, getting IT assistance for staff who cannot connect to the copier, etc.
  • Submit Facilities requests for non-billing issues, on behalf of staff within the suite. Non-billable requests include replacement bulbs for ceiling light fixtures, heating and cooling issues, and water leaks (ceiling or plumbing)
  • Assist with transfer credit evaluation requests and materials tracking.
  • Coordinate purchasing functions for the Office of Academic Advising, working with the JHU Purchasing Department, Accounts Receivable and Payable Divisions, and external vendors.
  • Serve as a backup admin support on projects such as junior clearance.
  • Serve as point-of-contact for all aspects of hiring student employees, including maintaining positions in SAP.
  • Process all hire paperwork in SAP and JH Enterprise.
  • Provide instruction on, and oversee, projects given to student employees to ensure timely and accurate completion.


Special Knowledge, Skills, & Abilities

  • Extreme attention to detail, excellent computer skills, a high level of independent thinking and ability to think creatively, and the ability to self-prioritize completion of multiple responsibilities.
  • Exceptional oral, written, and interpersonal communication skills.
  • Demonstrated organizational skills with a proven ability or prioritize workload.
  • Ability to work independently as well as collaboratively as part of a team.
  • Ability to work effectively with faculty, staff, and students from a variety of diverse backgrounds.
  • Ability to remain calm and respond quickly to changing needs and to balance competing responsibilities.
  • Excellent Microsoft 365 Suite (Word, Excel, Forms, Outlook, Teams, etc.)
  • Database entry experience preferred, including proficiency in Excel, ability to use Microsoft Forms to create forms linked to a database, and experience with OnBase desired.
  • Knowledge of SAP preferred, as well as knowledge of JHU administrative policies and procedures.
  • Must maintain a high degree of professionalism and must be able to prioritize and multitask based on changing needs and deadlines.
  • Knowledge of SAP, as well as knowledge of JHU administrative policies and procedures.


Physical Requirements 

  • Must be able to sit at a computer for up to 7.5 hours per workday with periodic breaks.
  • Must be able to lift to 10 lbs.
  • Must be able to carry box/es and walk simultaneously.


Minimum Qualifications
  • High School Diploma or graduation equivalent.
  • 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.
  • Administrative support experience in an office setting, including maintaining multiple calendars, maintaining a filing system, and working with confidential materials.
  • Experience working in higher education in either a student-facing or data-management position.
  • Experience managing student employees, creating shift schedules, and providing constructive feedback.
  • Database entry experience, including proficiency in Excel and ability to use Microsoft Forms to create forms linked to the database and experience with OnBase desired.

 

 

Classified Title: Sr. Administrative Coordinator 
Role/Level/Range: ATO 37.5/03/OF  
Starting Salary Range: $21.00 - $28.75 - $36.50 HRLY (Commensurate with experience) 
Employee group: Full Time 
Schedule: Monday - Friday, 8:30am - 5:00pm 
Exempt Status: Non-Exempt 
Location: Homewood Campus 
Department name: ​​​​​​​Academic Advising  
Personnel area: School of Arts & Sciences 

 

 

Total Rewards
The referenced salary range is based on Johns Hopkins University’s good faith belief at the time of posting. Actual compensation may vary based on factors such as geographic location, work experience, market conditions, education/training and skill level. 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/.

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 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.

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.

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/.

Johns Hopkins has mandated COVID-19 and influenza vaccines, as applicable. The COVID-19 vaccine does not apply to positions located in the State of Florida. 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. 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.
Homewood Campus

Apply now »