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Job Req ID:  19996

Sr. Administrative Coordinator


Purpose of Position:

Position provides support for the Political Science Department Chair, visiting faculty, visiting scholars, visiting students, and graduate students and postdoctoral fellows.   Also supports the Aitchison Program.  Supervises two staff members (academic program coordinator and administrative secretary).

Essential Duties & Responsibilities

Performance Management:

  • Conduct annual reviews
  • Staff development
  • Provide ongoing feedback and constructive criticism
  • Prioritize and direct work efforts, providing guidance and direction
  • Conflict resolution
  • Motivate for higher collaboration and performance
  • Conduct interviews and make recommendations for hire


Academic Support

  • Serve as Administrator for the Aitchison and International Studies Programs
  • Supervise, train and oversee work for two work-study students
  • Monitor federal work study funds
  • Maintain and update database for faculty
  • Create and update student DGA forms for graduate and visiting graduate students
  • Assign and reassign library carrels to faculty and lockers to graduate students
  • Order and distribute department keys to faculty and graduate students.
  • Compile and complete yearly American Political Science survey


Financial Support

  • Prepare and manage the budgets for discretionary and gifts and endowment funds for Political Science
  • Reconcile BW Reports
  • Manage faculty and staff salaries, faculty research, fellowship/salary and tuition, carry forward budgets
  • Manage and oversee the budget for sponsored grants
  • Coordinate collection and preparation of financial and operations reports
  • Prepare financial reports which forecast projected expenditures for the department operating budget
  • Manage, project, and report the financial aid for graduate students
  • Verify that budgets and expenditures are in compliance with University and/or agency regulations
  • Authorize expenditures within budget confines
  • Analyze historical budget patterns and forecast short-term needs
  • Reconcile department Procurement Card and Travel Card expenditures
  • Oversee and reconcile the operating budget for Aitchison and the International Studies Programs (including a gift account)


Human Resources Support

  • Process applications and maintain database for job applicants
  • Coordinate hiring and office assignments for Faculty, graduate students and Post-Docs and coordinate office assignments and office moves
  • Process employment documents for incoming graduate students and U.S. and international visiting scholars
  • Process H1B Visa applications for international hires
  • Enter time for undergraduate research assistants into CATS
  • Process various ISR’s, Shopping Carts, Unit Cost Maintenance transactions, online payments and E-Forms for faculty and students
  • Submit Affirmative Action Reports with required attachments and signatures


Office Administration

  • Serve as Editor of the Political Science Newsletter and Graduate Student Handbook
  • Coordinate and/or assist with various department and student conferences
  • Analyze operating practices and systems and initiate new systems or procedure revisions as needed
  • Process and/or approve travel and non-travel expense reimbursements for faculty and work-study students
  • Monitor the Department website for needed updates and assign required actions to a graduate student
  • Generate various reports as needed
  • Resolve faculty, student and staff concerns
  • Conduct monthly staff meetings
  • Maintain department copier contract and order supplies


Minimum Qualifications:

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


Preferred Qualifications:

  • A college degree or college coursework is preferred.
  • Supervisory experience strongly preferred.


Knowledge and Skill:

  • Knowledge of SAP, SIS and other related JHU systems, strongly preferred.
  • Highly proficient in MS Word, Excel and PowerPoint
  • Ability to draft original correspondence
  • Ability to work independently
  • Ability to perform multiple tasks concurrently
  • Ability to set priorities and meet deadlines
  • Strong communication, interpersonal and organizational skills



Classified Title: Sr. Administrative Coordinator 
Working Title: Sr. Administrative Coordinator  ​​​​​
Role/Level/Range: ATO 37.5/03/OF 
Starting Salary Range: $19.82 to $27.27 per hour
Employee group: Full Time 
Schedule: M-F, 8:30 a.m. to 5 p.m. 
Exempt Status: Non-Exempt  
Location: 01-MD:Homewood Campus 
Department name: 10001375-Political Science 
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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