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Sr. Administrative Coordinator

Employer
Johns Hopkins University
Location
Baltimore, Maryland, United States
Salary
Salary Not Specified
Date posted
Apr 26, 2024

Job Details


Johns Hopkins, founded in 1876, is America's first research university and home to nine world-class academic divisions working together as one university.

Johns Hopkins University’s Student Health & Well-Being portfolio supports disability services, health education, primary care, and mental health services for JHU students and learners across all nine schools within the University. Student Disability Services (SDS) coordinates academic, housing, dining, and transportation accommodations in accordance with applicable laws, and institutional policies and enhances understanding of disability as a cultural identity. Under the leadership of the Senior Director of Student Disability Services, Homewood Campus, the office provides a variety of services to undergraduate and graduate students with documented disabilities in Whiting School of Engineering (WSE) and Krieger School of Arts and Sciences (KSAS). Those services include providing leadership and collaboration in framing a commitment to disability access and equity as an integral aspect of JHU’s culture, advising and educating the campus community about disability and inclusive practices, and providing services, strategies, and accommodations to mitigate the barriers faced by individual disabled people. Overall, the goal is to ensure all students with disabilities have consistently inclusive and accessible experiences at Hopkins.

We are currently recruiting for aSr. Administrative Coordinatorto join the Student Disability Services team. We seek committed, adaptable staff who enjoy working in a university climate that promotes cultural diversity, multicultural understanding, and social justice. The position will be based at the Homewood Campus but may have the ability to work remotely at times and infrequently travel to other campus locations. Experience working in a diverse and multicultural work environment is preferred. Flexible hours are required at key times in the academic year including evenings and weekends.

Primary duties are being the front-facing contact for inquiries about accommodations and communicating with students, faculty, and staff, including maintenance of multiple databases/spreadsheets, and resolution of sensitive matters responsibly. The Sr. Administrative Coordinator will manage the Homewood office’s budget and student staff hiring processes. They must be knowledgeable of the university’s SAP/Concur and Smile systems or willing to learn them to maintain appropriate financial records and files, allocate financial transactions, and collect, and process payments in a timely way.

Must exercise independent judgment regarding the privacy of student information through clear and concise written and verbal communication.

Vision

  • To create an inclusive culture that celebrates disability as an area of diversity while ensuring equitable experiences for all students.

Mission

  • Student Disability Services collaborates to create an inclusive community for students with disabilities by proactively removing barriers, raising awareness of equitable practices, and fostering an appreciation of disability as an area of diversity while utilizing a wide range of approaches from universal design to individualized accommodations.

The Administrative Coordinator provides a range of clerical and administrative tasks to support the daily operation of SDS Homewood. In addition, this position provides periodic administrative support to the SDS staff, including but not limited to the Assistant Directors of Student Disability Services, Disability Specialist, and Test Center Manager. The position will report to the Senior Director of Student Disability Services, Homewood.

This position works with undergraduate and graduate students, faculty, and other administrative offices to arrange the administrative and budget aspects supporting accommodations for students. Will maintain the Senior Director’s schedules/calendars, plan all travel, manage confidential files and correspondence, assist with special projects and event planning, budget management, staff department searches, data, and any other assigned duties. Ensures that the Senior Director is fully prepared for meetings and appearances; including compiling and preparing materials, confirming meeting details and expectations regarding laws that govern the practice of disability services professionals, such as ADA, Section 504 of the Rehabilitation Act, HIPPA, as well as FERPA concerning protected information.



Specific Duties & Responsibilities



  • Communicates effectively and maintains positive, courteous, supportive, and professional working relationships with all levels of contacts. Contributes to the customer service-oriented atmosphere within the department to assist other functional areas when needed or requested.
  • Disseminate information that requires knowledge and specialized information related to disability issues and needs of people with disabilities on campus explain and interpret established university and unit policies and procedures, and direct individuals to sources of additional information.
  • Respond to inquiries from current and prospective students, faculty, staff, outside agencies, schools, and visitors regarding student disability services.
  • Receive and assist visitors, including students seeking disability accommodations.
  • Assist in coordinating and implementing projects and events related to SDS and assisting SDS staff with administrative problems or concerns.
  • Work with parking to coordinate paid spaces for contracted interpreters.
  • Maintain calendar; schedule elaborate and detailed appointments and meeting rooms; make travel and accommodation arrangements for staff; provide travel and accommodation options based on staff needs and cost limitations; and prepare and track expenses, travel reimbursements, and reports.
  • Maintain and analyze complex budgetary records by performing bookkeeping related to the status of accounts and making recommendations as to projected budgets.
  • Help manage the Student Disability Services budget and all financial transactions. Deposit checks and allocate funds to appropriate accounts. Identify budget shortfalls or overages and provide alternative solutions. Reconcile and manage project budgets.
  • Process invoices, travel expense reports, and other related transactions in SAP, assist with P-card reconciliations, and process internal reimbursements ensuring all items are invoiced and paid on time.
  • Establish purchase orders, vendors, and independent contractors in the system. Process invoices for POs, vendors, and ICs. The position will order supplies and other items for the office.
  • Coordinate and document student worker schedules. Process student payroll.
  • Organize the office layout and order supplies and equipment, maintain the office condition, arrange necessary repairs, and coordinate with IT department on all office equipment.
  • Hire, train, and terminate graduate and undergraduate as-needed part-time student workers as accessibility aides (proctors, lab assistants, readers, scribes).
  • Assist test center manager with proctoring services.
  • Compose, edit, type, and distribute various form letters and correspondence; create and maintain necessary files; order supplies as needed.
  • Perform tasks with a significant degree of independence, requiring knowledge of university resources and Homewood staff and facilities.
  • Maintain a professional relationship with a wide range of contacts.
  • Assume administrative tasks, special projects, ad hoc reports, budgets, billing, research data, and other related activities. Develop and maintain information to generate reports, tables, charts, graphs, and PowerPoint presentations as needed.
  • Schedule appointments and meeting rooms; take, compile, and distribute meeting minutes; type routine and specialized correspondence as well as reports; answer telephone, screen callers, and relay messages.
  • Based on special knowledge and understanding of initiatives, goals, and objectives of Student Disability Services, will independently resolve scheduling conflicts, prioritize requests, and confirm and track event or meeting details.
Special Knowledge, Skills & Abilities



  • Must be able to work efficiently, effectively, and professionally in a fast-paced environment interacting with senior-level executives and officials.
  • Must be an independent worker, who is flexible, motivated, and able to handle multiple tasks.
  • Requires significant independent action and frequent interaction with internal and external constituencies.
  • Excellent verbal and written communication skills and ability to handle confidential information. Requires consummate skills in diplomacy, discretion, and confidentiality.
  • Strong organizational skills and facility with budgets and spreadsheets.
  • Knowledge and experience with business and financial processing, such as expense reimbursements, and payment of invoices.
  • Extensive experience with office technologies including MS Word, Excel, and PowerPoint.
  • Demonstrated experience working in a fast-paced, executive environment and will be a core member whose contributions to a team-based and cross-trained environment will advance the goals of Johns Hopkins University.


Minimum Qualifications
  • High school diploma/ GED required.
  • Five years 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.
  • Experience in a professional setting serving a senior-level individual is preferred.

Classified Title: Sr. Administrative Coordinator
Role/Level/Range: ATO 37.5/03/OF
Starting Salary Range: $21.00 - $36.50 HRLY (Commensurate with experience)
Employee group: Full Time
Schedule: Mon - Fri / 8:30am - 5:00pm
Exempt Status: Non-Exempt
Location: Homewood Campus
Department name: ​​​​​​​Student Disability Services
Personnel area: University Student Services

Total Rewards
The referenced base salary range represents the low and high end of Johns Hopkins University’s salary range for this position. Not all candidates will be eligible for the upper end of the salary range. Exact salary will ultimately depend on multiple factors, which may include the successful candidate's geographic location, skills, work experience, market conditions, education/training and other qualifications. Johns Hopkins offers a total rewards package that supports our employees' health, life, career and retirement. More information can be found here:https://hr.jhu.edu/benefits-worklife/.

Education and Experience Equivalency
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 Completing Studies
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.

Background Checks
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 candidate's conviction, the nature of the conviction and how the conviction relates to an essential job-related qualification or function.

Diversity and Inclusion
The Johns Hopkins University values diversity, equity and inclusion and advances these through our key strategic framework, theJHU 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
https://www.eeoc.gov/sites/default/files/2023-06/22-088_EEOC_KnowYourRights6.12ScreenRdr.pdf

Accommodation Information
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 Talent Acquisition Office atjhurecruitment@jhu.edu. For TTY users, call via Maryland Relay or dial 711. For more information about workplace accommodations or accessibility at Johns Hopkins University, please visithttps://accessibility.jhu.edu/.

Vaccine Requirements
Johns Hopkins has mandated COVID-19 and influenza vaccines, as applicable. The COVID-19 vaccine does not apply to positions located in the State of Florida. Exceptions to the COVID and flu vaccine requirements may be provided to individuals for religious beliefs or medical reasons. Requests for an exception must be submitted to the JHU vaccination registry. For additional information, applicants for SOM positions should visithttps://www.hopkinsmedicine.org/coronavirus/covid-19-vaccine/ and all other JHU applicants should visithttps://covidinfo.jhu.edu/health-safety/covid-vaccination-information/.

The following additional provisions may apply, depending upon campus. Your recruiter will advise accordingly.
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.


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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