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Job Req ID:  59778

Sr. Administrative Coordinator

The Department of Comparative Thought and Literature (CTL) seeks a Sr. Administrative Coordinator who will participate in every detail of the strategic and tactical planning, development, and implementation of all of CTL's current and future activities. Additionally, this single department staff position coordinates the administrative, programmatic, and fiscal support for CTL. Reporting directly to the CTL Department Chair, this position is responsible for the department budgets, payroll, purchasing, records management, and other departmental activities. 


Specific Duties & Responsibilities:

  • Oversee the general and academic administration of the department
  • Provide New Student projection (5 years)
  • Lecture, event, and course scheduling coordination
  • Act as a resource for faculty, staff, students and the Chair
  • Assist with preparation and management of annual department budgets
  • Review budget requests for Chair’s approval; monthly reconciliation and reporting of all budgets
  • Establish and update academic program administration policy and procedures as related to CTL, ensuring compliance with university and school requirement and standards
  • Attend appropriate administrative, academic, and budget related meetings
  • Coordinate course submissions and updates
  • Coordinate catalog updates
  • Assists Registrar’s office in ensuring appropriate graduate and undergraduate student registrations
  • Coordinate DGA (departmental graduate aid) submission and updates, working with Student Accounts
  • Coordinate and process all payroll activities and honoraria for the department (20+ faculty, visiting faculty, postdoctoral fellows, graduate and undergraduate students, and visiting lecturers)
  • Initiate all ISR transactions in SAP for hiring and payroll, reimbursement request; submit payment/check requests
  • Interact with KSAS business office on appointment and unusual faculty matters: timely reply and submission of documents related to faculty and post-doctoral fellow appointments and updates
  • Arrange for office space/use, office computers and related equipment, telephones, J-Card and library access, and administrative needs for faculty, visitors, staff, and students
  • Submit all travel reimbursement and online payment requests, non-payroll cost transfer, and purchasing/shopping cart transactions
  • Monitor and coordinates all departmental facilities management needs and requests (HVAC, carpentry, electrical, paint-shop, lock-shop, and others as necessary)
  • Prepare appointment letters for chair’s approval or revision, including: JHU faculty, Annual Associate faculty, Post-doctoral fellows, Visiting Lecturers and Visiting Scholars
  • Coordinate and process (re)appointments requests for non-tenure-track appointees
  • Handle all payroll related matters and travel and lodging scheduling and reimbursements for appointments and visitors
  • Submit related appointment letters/ forms to the KSAS Dean’s Office
  • Complete and submit visa paperwork as necessary for international visitors and students
  • Coordinate all administrative aspects of faculty searches:
    • Place advertisements in professional publications
    • Coordinate the distribution (or electronic access to) dossiers to search committee
    • Coordinate all logistics for on-campus visit by short-list candidates
    • Coordinate ad-hoc committee needs
    • Work with candidate of choice during hiring process regarding relocating and onboarding
  • Assist with CTL annual faculty appointment process: ensure timely and corresponding appointment request submission and related payroll actions submitted in SAP.
  • Coordinate and assist faculty with department and international conferences
  • Coordinate all aspects of the department’s graduate student admission
  • Prepare list and spreadsheet of graduate student applicants
  • Coordinate meeting room scheduling


Minimum Qualifications (Mandatory):

  • High school diploma/G.E.D.
  • 5 years of 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.


Special Knowledge, Skills, and Abilities:

  • Must have knowledge of school policies and procedures and a familiarity with many other departments within the school that either require data or provide support for academic departments.
  • Requires working knowledge of and proficiency in university systems and transaction processing (SAP, Analysis, SIS, etc.); including academic, human resources, payroll, purchasing, accounts payable, procurement, reporting, budget tracking, and student information.
  • Must have working knowledge of computer hardware and various software programs including Microsoft Office, Excel, Access, Outlook, etc.
  • Must be able to use sound judgment in making decisions based on analysis of precedents, practices, and previous experience in the resolution of problems.
  • Must be able to work independently without direction and multi-task to meet deadlines while maintaining professionalism and confidentiality as necessary.
  • Requires excellent oral, written and interpersonal communication skills.


Physical Requirements

  • Able to lift 20 pounds (such as a box of copy paper/office supplies)


Classified Title: Sr. Administrative Coordinator
Role/Level/Range: ATO 37.5/03/OF 
Starting Salary Range: $19.82 - $27.27/hr (commensurate with experience)
Employee group: Full Time 
Schedule: M-F, 8:30 a.m. to 5 p.m. 
Exempt Status: Non-Exempt  
Location: ​​​​​​​Homewood Campus

Department name: ​​​​​​​Dept of Comparative Thought & Literature 
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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