Administrative Coordinator

Location
Maryland, United States
Salary
Salary Not Specified
Posted
Jan 12, 2021
Employment Level
Administrative
Employment Type
Full Time

General Summary/Purpose

As part of a broad initiative to support highly talented and motivated first-generation, limited-income (FLI) students, Johns Hopkins University has created a new Success Coaching Program within Academic Advising (SCAA). This program, a joint initiative of the Center for Student Success (CSS) and the Offices of Academic Advising(OAA), seeks a creative, energetic and entrepreneurial individual to provideadministrative, programmatic and budgetary support for SCAA.Reporting to the SCAA Director,this position will perform a wide variety of duties and administrative tasks necessary for the smooth operation of this program.Some evenings and weekends are required. This role is embedded within the KSAS Office of Academic Advising.

Specific Duties & Responsibilities

Administrative (70%)

  • Manage the Director’s schedule/calendar and set up meetings.
  • Prepare the Director for meetings by confirming meeting details.
  • Assist Director with all permissible staff search and HR-related processes.
  • Administrative support for SCAA Project Teams as needed under the supervision of the Director.
  • Manage scheduling of shared meetings rooms.
  • Coordinate travel for SCAA staff, students, and outside constituents as needed.
  • Assist with marketing and student recruitment for SCAA.
  • Provide various office management tasks such as ordering office supplies, communicating with students, making appointments, reserving space, and managing calendars.
  • Manages program operational logistics (e.g., IT, systems set up/access).
  • Assist with front desk coverage on an as needed basis.
  • Initiate the administrative process for student and staff hiring. Complete ISRs and other relevant processing documents for hiring students and staff.
  • Manage SCAA staff onboarding and training.
  • Use social media and other appropriate applications to create and build community among SCAA students.
  • Manage SCAA webpage.
  • Attend meetings as needed.
  • Other projects and duties as assigned.
Budgetary Support (15%)

  • Coordinate with Budget Analyst to manage programming budget.
  • Manage budget account related to the SCAA portfolio by tracking expenditures, allocating payments/cost transfers, monitoring forbudget discrepancies within the university’s finance software.
  • Maintain program the ordering of program inventory (e.g., supplies, resources, etc.).
  • Design and maintain budget tracking and filing systems for accounts.
  • Review, track and reconcile monthly Purchase Card expenses and reports for SCAA staff and program.
  • Develop and disseminate monthly and quarterly budget reports for SCAA staff.
  • 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 Homewood Student Affairs budget and university accounting staff, vendors, troubleshooting and problem solving.
  • Process vendor contracts and payments consistent with university policies.
  • Process payroll for full-time and student expenses and/or stipends.

Programming/Event Planning (15%)

  • Assist SCAA staff with the coordination of logistical arrangements for SCAA events to include staff retreats, programming, peer academic advising programming (e.g., invitations, marketing, room reservations, catering orders, etc.).
  • Assist Director with staff meetings, training coordination, and agendas.
  • Serve as the primary point of contact for peer advisors in order to troubleshoot stipend concerns, training logistics, and other issues as needed.
  • Work with other CSS coordinators and OAA coordinators to organize logistics for joint, collaborative and program specific activities/events (e.g., faculty dinners, workshops, retreats, field trips, etiquette dinners, etc.) during the academic year.
  • Assist with KSAS front desk assistance as needed.
  • Establish connections with campus partners and offices responsible for providing event support services.
  • Market and advertising events via social media, flyers, etc.

Minimum Qualifications(Required)

High School Diploma/GED.

Three (3) years related experience.

Additional education may substitute for required experience, to the extent permitted by theJHU Equivalency Formula: 30 undergraduate degree credits (semester hours) or18 graduate degree credits may substitute for one year of experience. Additional related experience may substitute for required education on the same basis. For jobswhere equivalency is permitted, up to two years of non-related college course work may be applied towards the total minimum education/experience required for therespective job.

Preferred Qualifications

Bachelor’s degree preferred.

  • Three years related experience in administrative support, budgetary management, and customer service required.
  • Professional experience planning events and working with first-generation, limited-income (FLI) and underrepresented student populations on a highly selective college or university is preferred.
  • Prior experience working with SAP and other financial/human resource management programs is preferred.
  • The successful candidate must also demonstrate initiative, independent judgment, and “tech-savvy-ness” with proficiency using MS Office, social media, and other marketing techniques.
Special Knowledge, Skills, and Abilities

  • Ability to navigate a large decentralized campus environment and establish positive connections with collaborative partners as well as FLI and non-FLI students from culturally diverse backgrounds.
  • An understanding of the needs of first-generation, low-income students and underrepresented racial minorities (African American, Hispanic, Pacific Islander, American Indian) and commitment to diversity in higher education is critical for the position. Creativity, flexibility and ability to engage students from marginalized populations.
  • Ability to manage and prioritize projects, includingstrong trouble-shooting and problem-solving skills, as well as the ability tomake administrative/procedural decisions and judgments.
  • Ability to communicate clearly verbally and in writing.
  • Budget management skills.
  • Strong time management and organizational skills, keen attention to details. Ability to meet deadlines.
  • Ability to work as part of a team ina fast-paced environment.
  • Flexibility to occasionally work outside of normal business hours and some weekends as required.

Classified Title: Administrative Coordinator
Working Title: Administrative Coordinator ​​​​​
Role/Level/Range: ATO 37.5/02/OE
Starting Hourly Pay Rate Range:$17.42 - $23.95/ Commensurate with Experience
Employee group: Full Time
Schedule:Monday - Friday, 8:30 AM - 5:00 PM / 37.50 hrs per week
Exempt Status: Non-Exempt
Location:01-MD:Homewood Campus
Department name: 60006501-Center for Student Success
Personnel area: Homewood Student Affairs

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 atjhurecruitment@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.

Equal Opportunity Employer
Note: Job Postings are updated daily and remain online until filled.

EEO is the Law
Learn more:
https://www.eeoc.gov/sites/default/files/migrated_files/employers/poster_screen_reader_optimized.pdf

Homewood Campus


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.

Equal Opportunity Employer
Note: Job Postings are updated daily and remain online until filled.

EEO is the Law
Learn more:
https://www1.eeoc.gov/employers/upload/eeoc_self_print_poster.pdf
Important legal information
http://hrnt.jhu.edu/legal.cfm

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