Skip to main content

Sr. Adminstrative Coordinator

Employer
Johns Hopkins University
Location
Baltimore, Maryland, United States
Salary
Salary Not Specified
Date posted
Jun 13, 2024

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

We are seeking aSr. Administrative Coordinator who 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. The Senior Administrative Coordinator will deal regularly with sensitive and confidential information and must exercise the utmost professionalism and discretion at all times. A valued member of the On-Campus Living team, the Senior. Administrative Coordinator will play a key role in the coordination of annual departmental processes, programs, and events that enhance residential life on campus and enhance housing operations.

Specific Duties & Responsibilities



  • Serve as the first point of contact for visitors, students, staff, faculty, and parents/families.
  • Triage and provide appropriate referrals for On-Campus Living issues.
  • Receive and respond to all incoming calls and visits at the Wolman On-Campus Living suite.
  • Provide administrative support to the Executive Director of On-Campus Living and the On-Campus Living team as needed.
  • Streamline, organize, and maintain all On-Campus Living policies, protocols, and procedures.
  • Stay current with all processes and procedures of On-Campus Living and other related departments to field inquiries and address parent/family and student inquiries.
  • Coordinate complex meetings, prepare and distribute meeting materials and agendas. Organize supporting materials for meetings. Take meeting minutes as requested.
  • Plan, write, edit, and manage the distribution of letters, memoranda, and other communications utilizing Microsoft Office Suite.
  • Serve as a resource and representative of On-Campus Living at university-sponsored events and on department, division, or university committees.
  • Ensure the office operates with sustainable practices in mind per the recommendations of the Homewood Recycling and Office of Sustainability.
Human Resources and Fiscal Management



  • Responsible for assisting the Executive Director with the oversight and reconciliation of the general operating budget, including but not limited to invoice tracking, payments, handling transactions with external vendors, and tracking and resolving budget discrepancies.
  • Track and reconcile Procurement Card expenses for On-Campus Living staff by allocating expenses against budgets and reviewing and researching receipt documentation. Also track and reconcile petty cash funds, reviewing hundreds of receipts a month to determine eligibility for reimbursement, and other processes deemed relevant.
  • Keep meticulous, filed, documentation around receipts, petty cash, J-Card usage, payout, travel, and reimbursements for reference and auditing purposes.
  • Responsible for advising the On-Campus Living staff in responsible management of their allocated budgets.
  • Assist with creating and facilitating budget management and administrative task training for the Resident Advisors at various times of year (August training, mid-year hires, January training, etc.).
  • Partner with the J-Card Services office to facilitate the J-Card Purchasing Card program in On-Campus Living, ensuring all usage receipts are cross-checked and managed appropriately.
  • Manage timesheets, process weekly student payroll in SAP, process new hire ISRs and employment records for Office Assistants and Resident Advisors, maintain their personnel and payroll files.
  • Review and prepare travel arrangements, travel advances, and reimbursements for On-Campus Living staff and prospective job candidates.
  • Manage confidential Human Resources information for the department including student payroll, work-related travel, and personnel records.
  • Maintain office equipment leases and prepare purchase requests for office supplies.
Publications, Social Media, and Website Maintenance



  • Update all rosters, student employment forms, and publications to reflect the current professional and student staff.
  • Utilize knowledge of website design, including interactive web features, video, audio, and flash components to bring the On-Campus Living website in line with University communication standards and themes.
  • Provide backup support to website editing and ensure all posted information is current and accurate and that all links function properly.
  • Remain current with web-based technologies, and university systems, and make suggestions and improvements based on researched best practices.
  • Produce highly polished marketing materials, including but not limited to flyers, banners, calendars, and brochures utilizing design software (i.e. Photoshop, Illustrator, Publisher, Photoshop, and/or other similar software packages).
  • Coordinate the ordering of marketing and promotional material production, from design to execution.
  • Assist with creation or coordination of documents, data, reports, or presentations for the Executive Director and On-Campus Living central office staff as requested.
  • Serve as a resource for Resident Advisors and campus partners to help increase student engagement and enhance the undergraduate experience.
  • Other duties and special projects as assigned.
Special Knowledge Skills & Abilities

  • Excellent and effective oral and written communication skills.
  • Strong organizational skills. Ability to organize daily workload according to new and developing situations.
  • Ability to work effectively with a diverse population.
  • Ability to interact with students, staff, parents, and administrators at all levels.
  • Ability to create marketing materials, brochures, correspondence, and reports.
  • Work with and reconcile financial accounts.
  • Analyze and evaluate operations and develop and implement corrective action to resolve problems.
  • Ability to effectively handle multiple tasks, prioritize directives from several different sources, complete projects within a given time frame, and
  • Ability to establish and maintain effective working relationships with teams, other university staff, students, and the general public
  • Proficiency in Microsoft Office, Excel, Graphics, Web design, shared data base systems and publication software programs.
  • Experience with Adobe CS (Illustrator, InDesign, Photoshop), Canva, etc., and an aptitude for technology with the ability to learn new programs quickly.
  • Knowledgeable in Student Development Theory.


Minimum Qualifications
  • High School Diploma or graduation equivalent.
  • Five years of progressively responsible administrative experience.
  • Prior budget experience is required.
  • Additional education may substitute for required experience, to the extent permitted by the JHU equivalency formula.


Preferred Qualifications
  • Bachelor’s Degree is strongly preferred.
  • Five years of experience with complex, highly confidential student-related issues, exceptional interpersonal skills, proven ability to work in a fast-paced, challenging environment, and operate fluidly with all levels of University Administration.
  • Previous experience in a college environment 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 / 08:30am - 05:00pm
Exempt Status: Non-Exempt
Location: Homewood Campus
Department name: ​​​​​​​Community Living Operations
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 University strongly encourages, but no longer requires, at least one dose of the COVID-19 vaccine. The COVID-19 vaccine does not apply to positions located in the State of Florida. We still require all faculty, staff, and students to receive theseasonal flu vaccine. 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. This change does not apply to the School of Medicine (SOM). SOM hires must be fully vaccinated with an FDA COVID-19 vaccination and provide proof of vaccination status.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

Get job alerts

Create a job alert and receive personalized job recommendations straight to your inbox.

Create alert

Similar jobs