Sr. Administrative Coordinator

Employer
Johns Hopkins University
Location
Maryland, United States
Salary
Salary Not Specified
Posted date
Nov 29, 2021

View more

Position Type
Administrative, Business & Administrative Affairs, Business & Administrative Support
Employment Level
Administrative
Employment Type
Full Time

Johns Hopkins University Student Health and Well-Being is seeking aSeniorAdministrative Coordinator who will support leadership and team operations across three functional areas with University-wide scope – Student Well-Being (SWB), University Student Disability Services (SDS) and Johns Hopkins Student Assistance Program (JHSAP). This role will provide department leaders with support around calendaring, scheduling, travel assistance (Concur) and special projects. The Senior Administrative Coordinator will also support departmental functions including event planning, communications assistance, budget, invoice and purchasing responsibilities, along with SAP transaction processing.

The Senior 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. This individual will deal regularly with sensitive and confidential information and must exercise the utmost professionalism and discretion at all times.

Specific Duties & Responsibilities:

Scheduling & Calendaring:

  • Maintain Outlook calendars and scheduling for the Executive Director, SDS; Executive Director, SWB; and Clinical Manager, JHSAP
  • Work with JHU Events staff and calendaring software to schedule larger university-wide meetings and events

Event Planning & Facilitation:

  • Assisting with planning departmental outreach events, workshops, and group sessions (preparing printed materials, arranging parking for vendors, ordering supplies, placing room and equipment reservations, ordering meals, planning virtual group sessions and presentations, etc.)
  • Coordinating team retreats, professional development events, and continuing education

Note-Taking & File-Management:

  • Maintaining shared drive and Microsoft Teams site, including updating templates and other documents at the direction of department leadership
  • Taking minutes at regular team and other department meetings and posting them to Microsoft Teams Site

Administration:

  • General department support duties such as filing, faxing, copying, mail, ordering supplies, etc.
  • Supporting routine financial functions, including processing travel reimbursements, expense reports, data entry, and procurement card transactions
  • Provide department leaders with monthly budget accounting and reconciliation
  • Process department employee transactions in SAP financial software
  • Post positions in Smile, hire and process timesheets for Graduate Assistant and Proctors (SDS)
  • Main point of contact with IT and LAN administrator
  • Provide back-up assistance when needed to SHWB Executive Assistant and other SHWB department AC’s
  • Performing other administrative duties, as assigned

Communications Support:

  • Provide back-up support to department leaders around creation, proofing and distribution of communication vehicles
  • Support USS Communications department where appropriate communication documents and campaigns require additional support
  • Maintain various departmental listservs; managing and updating memberships as needed on a monthly basis

Minimum Qualifications (Mandatory):

  • High School Diploma/GED and five years related experience required.
  • Bachelor’s degree preferred. Additional education may substitute for required experience, to the extent permitted by the JHU equivalency formula*
  • Handles both routine and confidential information in an appropriate, respectful manner
  • Must be reliable and able to function well in a cooperative team setting

* 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.

Special Knowledge, Skills & Abilities:

  • Superior customer service skills
  • Excellent verbal and written communications skills
  • Understanding of the principles of confidentiality and how to manage private information and documents
  • Strong organizational skills
  • Ability to manage multiple tasks simultaneously
  • Ability to function in a fast-paced work environment
  • Detail oriented and deadline driven
  • Technical proficiency for internal software, call center phone system, and procedures
  • Working knowledge of Microsoft Office Suite and Outlook
  • Knowledge of SAP Financial software and ISR processing preferred
  • Knowledge of and experience in online scheduling software and tools (Doodle, Sign-up Genius, FindTime, etc.)
  • Experience in Concur travel software

Classified Title: Sr. Administrative Coordinator
Role/Level/Range: ATO 37.5/03/OF
Starting Salary Range: $20.02 - $27.51/hr (commensurate with experience)
Employee group: Full Time
Schedule: M-F, 8:30am - 5:00pm
Exempt Status: Non-Exempt
Location: ​​​​​​​Homewood Campus
Department name: ​​​​​​​Student Health and Well-Being
Personnel area: University Student Services

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.

Johns Hopkins has mandated COVID-19 and influenza vaccines, as applicable. 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 visit https://www.hopkinsmedicine.org/coronavirus/covid-19-vaccine/and all other JHU applicants should visit https://covidinfo.jhu.edu/health-safety/covid-vaccination-information/.

The following additional provisions may apply, depending on 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.

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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