This job has expired

Administrative Coordinator

Employer
Johns Hopkins University
Location
Maryland, United States
Salary
Salary Not Specified
Posted Date
May 17, 2022

View more

Position Type
Administrative, Business & Administrative Affairs, Business & Administrative Support
Employment Level
Administrative
Employment Type
Full Time
You need to sign in or create an account to save a job.

We are seeking an Administrative Coordinator who provides primary administrative and budgetary support to the Office of University Experiential Learning (UEL). Responsibilities include monitoring expenditures, handling transactions with external vendors, tracking and resolving budget discrepancies. As office manager, the administrative coordinator is responsible for ensuring smooth flow of the day-to-day services. This is a highly visible position serving as the first point of contact for a very busy office. The position manages the front office operations as well as potentially provide supervision of student employees. Clients include students, faculty, parents, alumni, off-campus employers, investigators, perspective students/families, and JHU staff university-wide.

Work Environment/Location:

  • Hybrid/Homewood.
  • Candidate is comfortable with co-working and flexible work arrangements (some days work on campus/some days work remotely).

Specific Duties & Responsibilities:

Budget Management

    Execute monthly financial expense report for 6 budget accounts.
    Review and reconcile department expenditures for all 6 budget accounts monthly: arranging and tracking payment records, reconciling expenses, and working with H.S.A budget team to resolve budget discrepancies. Create and update real-time expense tracking worksheet for each budget programs. Inform department director of expense activities and remaining balances for budget planning purposes. Create, organize, and maintain electronic and physical financial files and documents. Manage department procurement card, prepare transactions logs and provide appropriate budget code and account information for approver. Process online payment, reimbursement as well as request check from Account Payable via SAP. Process travel reimbursements via SAP. Process invoices, petty cash, etc.

Office Management & Administrative Support

  • Provide excellent customer service and serve as the first point of contact for the department.
  • Triage multiple-line telephone system; resolve client questions, complaints, and requests.
  • Manage department e-mail account; replying to general enquiries as well as directing questions to responsible staff.
  • Provide basic employment and payroll information including but not limited to student work eligibility, standard payroll practices, required documents, job postings, I-9/E-Verification, etc.
  • Provide hands-on instruction for updating information in SAP Employee Self-Service (ESS).
  • Verify names, addresses, student enrollment status, etc. using SAP and SIS.
  • Manage department inventory including ordering supplies, conducting product research/cost analysis and working directly with vendors.
  • Provide employment verification information for in-person background investigations.
  • Process Federal Work Study continuation form; retrieve the request form, verify FWS information on SIS and payroll information on SAP, and prepare document for payroll processing.
  • Manage department social media accounts; Facebook and Instagram.
  • Manage department calendar, schedule meetings and reserve meeting rooms via MS Outlook.
  • Compose and edit correspondence.
  • Manage student paycheck record; the process includes retrieving semi-monthly paycheck report from SAP-BW Report, generate paycheck register, process physical paychecks and maintain check log. (Tentative)
  • Prepare forms: Visiting student applications, appointment letters and other related documents.
  • Create information handouts for front office use.
  • Design and coordinate production process of departmental marketing material including brochures, handouts, signs, and promotional items.
  • Provide other administrative and logistics support as needed.
Event Support

    Assist with initial event planning; designing concepts, themes, decorations and activities for each event. Design and create materials for games and activities. Create and prepare materials needed for each event. Make order and payment for catering and other services. Create expense tracking spreadsheet for each event. Reach out to local businesses for sponsorship. Update RSVP list and create registration list for event. Coordinate on-campus advertising/marketing schedule; work with Event & Scheduling Office, Residential Life and Dining to arrange permission and period to post marketing materials. Design and create marketing materials including poster, handout, flyer and digital ads. Research product and cost for promotional items as well as coordinate production process. Make advertising plan and schedule for social media accounts and other platforms. Execute budget report and reconcile expenditures for each event. Recruit temporary student staff.

Student Staff Supervision

    Recruit student staff; this includes posting vacancies, interviewing, and assisting with hiring process. Create training tools for student staff. Train, supervise, delegate assignments as well as provide performance evaluation for student workers. Coordinate student employees’ work schedules. Approve and process student timesheets in SAP.

Minimum Qualifications (Mandatory):

  • High School Diploma or GED required; College Degree strongly preferred.
  • Minimum of three years customer service and/or related experience; administrative experience/office activities.
  • Additional education may substitute for experience.*

* 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, or Abilities:

  • Must possess demonstrated analytical skills.
  • Aptitude for customer-service; friendly and welcoming.
  • Ability to independently manage workload and plan ahead.
  • Ability to maintain confidentiality and discretion at all times.
  • Ability to quickly adapt to changing business needs.
  • Strong organization skills with attention to detail.
  • Ability to communicate effectively both orally and written.
  • Ability to read and interpret document content.
  • Ability to handle large volumes of patrons, paperwork, filing, sorting, etc.
  • Ability to navigate through multiple computer applications with speed and accuracy.
  • Ability to adhere to strict rules & regulations.
  • Ability to remain focused in a fast-paced, deadline driven environment with frequent interruptions.
  • Capacity to work independently and make well-informed independent decisions.
  • Ability to be creative and problem-solve.
  • Ability to accept and respond positively to change.
  • Proficiency in database management and computer applications (e.g., Word, Excel, Photoshop).
  • Commitment to diversity and to serving the needs of a diverse population.
  • Ability to accept and apply constructive feedback to achieve individual and department goals.
  • Ability to conduct JHU business on campus and between campuses.

Classified Title: Administrative Coordinator
Role/Level/Range: ATO 37.5/02/OE
Starting Salary Range: $17.59 - $24.80/hr (commensurate with experience)
Employee group: Full Time
Schedule: M-F, 8:30 am - 5:00 pm
Exempt Status: Non-Exempt
Location: ​​​​​​​Hybrid/Homewood Campus
Department name: ​​​​​​​University Experiential Learning
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 Talent Acquisition Office at jhurecruitment@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


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
You need to sign in or create an account to save a job.

Get job alerts

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

Create alert