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Job Req ID:  53236

Administrative Coordinator

General Summary/Purpose

The Administrative Coordinator is responsible for providing administrative and office support to the Office of Academic Affairs and will be assigned initially to support the Language Studies Program, reporting to the Director of the Language Studies Program.


With minimal supervision, the administrative coordinator will oversee key administrative functions in a higher education setting. The administrative coordinator must be able to work in a demanding, fast-paced, and collaborative work environment. This position requires the ability to multi-task, prioritize, and be proactive and flexible.



Specific Duties & Responsibilities


  • Oversee key administrative functions
  • Develop and maintain an effective information management system, including both paper and electronic files
  • Process payments for vendors and contractors
  • Process travel reimbursements
  • Monitor budgets to ensure compliance; work with stakeholders to resolve issues if spending is out of compliance
  • Ensure the proper functioning of all office equipment and maintain office inventory
  • Review existing procedures and suggest new administrative procedures, as needed
  • Supervise student workers, as needed
  • Serve as administrative liaison between the various programs within the Office of Academic Affairs (Language Studies Program) and other university units
  • Administer information on the external website and internal portal to ensure accuracy and necessary updates
  • Review and edit documents for readability, formatting and grammar
  • Respond to all relevant inquiries and disseminate appropriate information to internal and external audiences
  • Manage meeting scheduling and room reservations; provide event support, including managing catering orders, virtual teleconferencing, note-taking, and other tasks
  • Manage book order and syllabi requests
  • Support faculty/adjuncts with general administrative tasks
  • Assist on special projects that require significant administrative support
  • Informally advise students and refer them to appropriate points of contact
  • General office management and organization
  • Assist the Office of the Registrar in collecting information to schedule language classes each semester; proactively resolve potential scheduling conflicts.  
  • Collect information to process part-time faculty payments in a timely manner
  • Assist the Language Studies faculty in scheduling and tracking placement and proficiency exams at the beginning and end of each semester
  • Manage the hiring, scheduling, and payment for Writing Center tutors
  • Other relevant duties as assigned

Minimum Qualifications (Required)

  • High School Diploma/GED
  • Three (3) years related experience.

Additional education may substitute for required experience, to the extent permitted by the * JHU Equivalency Formula: 30 undergraduate degree credits (semester hours) or 18 graduate degree credits may substitute for one year of experience.  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. *



Preferred Qualifications

  • Bachelor’s degree preferred. 
  • Budget experience.
  • Proficiency in business software systems such as SAP and Concur is strongly preferred.


Classified Title: Administrative Coordinator 
Working TitleAdministrative Coordinator 
Role/Level/Range: ATO 37.5/02/OE 
Starting Hourly Pay Rate Range: $17.42 - $30.47 /Commensurate with Experience
Employee group: Full Time 
Schedule: Monday - Friday/ 37.50 hrs per week 
Exempt Status: Non-Exempt  
Location: 01-DC:District of Columbia 
Department name: 10000919-Language Studies 
Personnel area: SAIS


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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