Sr. Administrative Coordinator

Sr. Administrative Coordinator
We are seeking a Sr. Administrative Coordinator who will provide administrative, programmatic and budgetary support to the Student Transitions and Family Engagement (ST+FE) portfolio. Reporting to the Executive Director, this position will perform a wide variety of duties and administrative tasks necessary for smooth operation of this department.

Specific Duties & Responsibilities

Office Management/Administrative and Program Support 50%

• Provide excellent customer service and maintain professional relationships with all constituents including students, faculty, staff, parent/families, vendors, local businesses, etc. Greet, direct, and provide general support to visitors.
• Manage the shared Homewood Annex suite by staying abreast of general office maintenance and housekeeping. Coordinate with IT, Housing Facilities, and any other departments and vendors as needed to ensure the office and equipment are functioning properly. Maintain inventory of office supplies, place new orders, run office errands as needed.
• Assist with the recruitment, training, and supervision of student workers within the ST+FE portfolio as needed. Initiate, review, and track the administrative process for student and staff hiring.
• Proactively initiate, review complete, and correct complex ISRs and other relevant tasks for processing hiring students and staff.
• Help coordinate and execute program events by designing and preparing materials, assisting with event setup, and troubleshooting as necessary.
• Manage the request for, collection, and collation of content and related details for several new student and parent/family communications.
• Answer calls and provide general support related to the ST+FE portfolio. Direct calls to appropriate offices as necessary.
• Manage the general email inboxes for all offices in the ST+FE portfolio. Respond to general email inquiries.
• Support maintenance of various communications and registration tools including ST+FE webpages, Canvas new student organizations, and CampusGroups.
• Manage the Executive Directors schedule and set up meetings.
• Prepare the Executive Director for meetings and appearances by confirming meeting details and expectations, compiling and preparing materials, and reviewing and writing briefings.
• Manage scheduling of shared meetings rooms.
• Coordinate travel for ST+FE staff, students, and outside constituents as needed.
• Manage the Executive Directors schedule and set up meetings.
• Liaise with Deans Offices, including but not limited to leadership in both the undergraduate and graduate schools, Peabody, SNF Agora, and the School of Public Health, to schedule high-profile meetings, orientation events, and debriefs.
• Attend meetings as needed.
• Other projects and duties as assigned.

Budgetary Support 50%

• Manage budget accounts related to the ST+FE portfolio by tracking expenditures, allocating payments/cost transfers, monitoring for budget discrepancies within the universitys finance software.
• Design and maintain budget tracking and filing systems for accounts.
• Review, track, and reconcile monthly PCard expenses and reports for ST+FE staff.
• Process vendor contracts and payments consistent with university policies.
• Process payroll for full-time and student staff.
• Develop and disseminate monthly and quarterly budget reports for ST+FE staff.
• Utilize SAP and other software to retrieve financial data and use Excel to create reports.
• Close out budgets and prepare year-end budget reports. Create detailed budget reports to identify trends in spending as requested. Prepare annual budgets.
• Communicate regularly with budget and university accounting staff, vendors, troubleshooting and problem solving.
• Other duties as assigned.

Special Knowledge, Skills & Abilities

• Excellent written and verbal communication skills.
• Excellent customer service and cross-cultural communication skills.
• Strong attention to detail and organizational skills as well as the ability to multitask.
• Proficiency with MS Office, shared folders, and financial systems.
• Ability to learn data retrieval with various software such SAP.
• Ability to manage and reconcile financial accounts.
• Ability to work as part of a team in a fast-paced environment.
• Flexibility to occasionally work outside of normal business hours.

About JHU

• The Johns Hopkins University was Americas first research university, founded for the express purpose of expanding knowledge and putting that knowledge to work for the good of humanity. Today, Johns Hopkins has approximately 6,500 faculty, 6,200 undergraduate students, and 17,600 graduate students across 230-degree programs at the baccalaureate, masters, and doctoral levels. JHU has multiple campuses in Baltimore and campuses serving graduate students in DC, Italy, and China. Johns Hopkins stands alone among top research universities in its extraordinary commitment of attention and resources to ensuring student success and particularly those from first-generation or limited income (FLI) backgrounds, making bold, sustained, and dramatic investments in the student experience over the last 15 years.

Student Affairs at JHU

• Student Affairs on the Homewood campus is made up of 23 departments ranging from Residential Life, Dining, Athletics and Campus Recreation to Student Engagement, Student Conduct, Student Transitions and Family Programs, Center for Student Success, Center for Social Concern, and University Student Services administrative units like Human Resources, IT, and Communications. Student Affairs at Johns Hopkins educates beyond the classrooms, helping students to deepen their self-awareness, develop relationships, nurture inclusion, and find fulfillment in the collegiate experience to ensure lifelong success and meaningful contributions to our global community. Our culture is defined by our commitment to the Aspirations for Student Learning, which play a critical role in helping us fulfill our mission. We challenge, encourage, and support students to,

• Live with curiosity.
• Deepen self-awareness.
• Engage in meaningful collaboration.
• Grow in confidence.
• Practice responsible leadership.

Student Affairs enjoys a close relationship with Academic Affairs at JHU, and with shared responsibility for delivering on one of the Universitys highest priorities: ensuring that highly talented students from a wide range of backgrounds, regardless of their ability to pay, thrive during and after their time at JHU. We work closely with our colleagues in Student Health and Well-Being, Academic Affairs, Integrated Learning and Life Design, and the Office of Diversity and Inclusion to ensure students can take full advantage of all that JHU has to offer.

Our team is seeking student-centered, success-oriented professionals who want to make a difference in students lives. Ideal candidates in Student Affairs are curious, solution-seeking, have a can-do attitude, and are committed to the dignity and equity of all persons. If you enjoy student-centered work, work focused on building relationships and fostering community, that is rarely the same day-to-day, engaging with both college students and colleagues in-person as well as virtually, and have an entrepreneurial spirit, we want you to join us!

Hopkins Student Affairs Statement on Inclusion, Community, and Excellence

At Johns Hopkins we strive to be a model of a pluralistic society in which we acknowledge, embrace, and engage diverse identities, perspectives, and experiences. We seek to build and buttress an inclusive intellectual and physical environment to ensure that all members of our community know with certainty that they belong at Johns Hopkins and we aspire to equitably share the benefits and burdens of dismantling persistent systemic barriers to individual and communal success.

Hopkins Student Affairs is committed to fostering a welcoming and inclusive community for students, faculty, and staff of all backgrounds.

• We believe that diversity is inherent to excellence and that the broad diversity of talents, cultures, identities, and experiences of our community members are core to our ability to deliver exceptional student development and learning experiences.
• We strive to support a student experience where academic, leadership, and community engagement opportunities spur discovery and learning; encourage a respect for and valuing of the perspectives of others; and foster a sense of belonging and connection across our student, broader university, and Baltimore community.
• We strive to create a learning environment where our students feel invited to learn from and contribute to the learning of others through the sharing and honoring of each others perspectives, identities, cultures, talents, and experiences.

Hopkins Student Affairs seeks to hire, and support the professional development of, colleagues who: are equity-minded; demonstrate a commitment to inclusion; share a keen understanding of the importance of our identity as a diverse community of learners; are poised to contribute to our efforts to support student learning and offer robust leadership development and community engagement opportunities; and can contribute to our efforts to foster student connection and a sense of belonging across our university.

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

• At least three years related experience required in budgetary management and customer service.
• Prior experience working with SAP and other financial/human resource management programs is preferred.
• Associates or Bachelors Degree preferred.
  

Classified Title: Sr. Administrative Coordinator
Role/Level/Range: ATO 37.5/03/OF
Starting Salary Range: $$$ HRLY (Commensurate with experience)
Employee group: Full Time
Schedule: M-F 8:30 am to 5:00 pm
Exempt Status: Non-Exempt
Location: Hybrid/Homewood Campus
Department name: Student Transitions & Family Engagement
Personnel area: University Student Services

Total Rewards
The referenced salary range is based on Johns Hopkins Universitys 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:

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 candidates 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
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Accommodation Information

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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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