The Mathematics department is seeking candidates for the position of Senior Administrative Coordinator. This role will be responsible for a wide range of administrative duties. Work assignments will involve considerable judgment, tact, creativity, initiative, an appreciation for tight deadlines, an unwavering commitment to the organization, and a positive attitude.
The primary responsibilities are to provide administrative support to faculty, staff and students, assist with the faculty recruitment process, manage special events and seminars, manage department website content, assist with SAP transactions, and general duties as assigned.
Specific Duties & Responsibilities
Day to Day responsibilities
Maintain department calendars.
Prepare meeting materials.
Facilitate in person and virtual meetings and conference calls.
Seminar and special events planning and execution.
Provide coverage at front desk if needed.
Manage special projects.
Backup for Administrative Secretary.
Provide administrative support to Administrative Manager and Department Chair.
Budget Assistance and Financial Duties.
Accounts payable activities to include vendor setup, online payment requests, expense reimbursements, and other SAP transactions.
Procurement of goods for the institute utilizing shopping cart or other preferred university procurement methods.
Assist with account reconciliation.
Provide backup to Budget Analyst.
Coordinate logistics for meetings, conferences, department events on and off campus.
Coordinate Doodle Polls for meetings, and familiarity with Zoom.
Publish posters for events.
Locate and collaborate with caterers to get multiple quotes for annual events for approval.
Room requests on-campus to accommodate 50-100 people.
Create and distribute invitations, manage RSVPs.
Request Audiovisual equipment.
Submit request for deposit and final payments to caterer.
Prepare, analyze, and organize seminar reimbursements for processing.
Monitor budget related to each event.
Arrange hotel & shuttle reservations for visitors and update information on the shared network drive for staff access.
Develop, maintain, and organize reimbursement forms and visitor package.
Website, publish content to department WordPress website and ensure information is up to date.
Post all events to department website.
Manage web maintenance requests.
Proactively identify opportunities to improve overall web maintenance process.
Distribute and collect surveys, TA evaluation and teaching preference.
Prepare and submit visiting scholar appointment letters to the Dean's office for approval.
Provide the following support to Sr. Academic Coordinator.
Assist with the distribution/collection/review of Registrar's Office requests concerning course rosters, interim reports, and various other requirements.
Distribute and collect post-exam plans for faculty and faculty teaching preference.
Back up for textbook ordering and distribution to faculty and TAs.
High School Diploma or graduation equivalent.
Five years progressively responsible administrative experience.
Additional education may substitute for required experience, to the extent permitted by the JHU equivalency formula.
Bachelor's Degree preferred.
Three years related experience, in an academic setting.
Knowledge & experience of SAP and budgeting experience, preferred.
Classified Title: Sr. Administrative Coordinator Role/Level/Range: ATO 37.5/03/OF Starting Salary Range: $20.40 - $28.00/Hr (Commensurate with experience) Employee group: Full Time Schedule: 8:00 am - 4:30 pm Exempt Status: Non-Exempt Location: Hybrid/Homewood Campus Department name: Mathematics Personnel area: School of Arts & Sciences
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:
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.
The successful candidate(s) for this position will be subject to a pre-employment background check.
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.
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