This position primarily provides project coordination and administrative support to the Executive Director of Student Engagement and the Office of the Dean of Student Life team. We are seeking a Administrative Coordinator to collaborate and coordinate schedules with other administrative support staff in the office and university-wide, specifically collaborating with the USS Finance Team on required financial transactions and reporting. Duties include special projects, calendar management, data compilation, and records control. This role includes a considerable degree of independent action and frequent interaction with internal and external constituencies. This position requires consummate skills in diplomacy, discretion and confidentiality. This position may perform duties of a sensitive and confident nature. The successful candidate will have 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.
Specific Duties & Responsibilities
Maintain calendars of Executive Director of SE and all coordinating Directors as needed: schedules elaborate/detailed appointments and meeting rooms.
Will back-up primary administrator to answer main office line and retrieve voice mail, greet guests, and provide coverage to DOSL front office operations.
Submit and serve as a point of contact for office maintenance and housekeeping requests.
Distributes mail; manages copiers, pest control, work orders for the DOSL office suite with appropriate vendors.
Reviews and maintains office supplies for Dean's office.
Support office supply inventory, and initiate procurement transactions via SAP shopping cart.
Responsible for DOSL office Conference Room scheduling.
Assist with work orders for Student Engagement managed spaces on campus, as well as student employee hiring and scheduling for Student Centers student staff and hiring for the GRO.
Assists Executive Director with reporting, pulling information from SAP financial system, Hopkins Groups, Pcard administration, and other research projects as needed.
Position will sit at the main desk of the Student Engagement Hub at the new Hopkins Student Center (opening Fall 2024), welcoming guests and assisting in managing the front area of the Student Engagement Hub suite.
Perform tasks with a considerable degree of independence, requiring knowledge of University resources and Homewood staff and facilities.
Responsible for purchasing card reconciliation and management, initiate requisitions and purchase orders.
Process all vendor billing, and resolve issues/problems as needed for Student.
Life and Student Engagement.
Manage purchase orders by reviewing, approving, and updating on a daily basis.
Reconcile on a monthly and yearly basis department accounts for approximately $469,000 in revenues/expenses.
Ensure that Purchasing files are maintained in accordance with budget office guidelines.
Process Pcard approvals and reconciliations for staff within Student Engagement as needed.
Process paperwork for employee reimbursements.
Assist with scheduling business travel for staff.
Handle matters and documents of a sensitive and confidential nature.
Compose job requisitions accurately and in a timely manner and initiate job posting process when directed.
Assist with recruitment and hiring process.
Ensure all new hires are properly listed in payroll and Outlook as well as new hire onboarding at department level (ID card, parking, phone/laptop set-up, etc.).
Process payroll/SAP ISRs for terminations, salary changes, employee reassignments, merit increases, bonuses, supplemental pay (OT) and other actions.
Liaison to staff regarding items related to payroll, taxes, and direct deposit as well as e210 and Employee Self-Service (ESS).
Collaborates with the USS Financial Analyst to facilitate informed financial decisions by the Student Engagement team.
Responsible for maintaining the confidentiality of designated information.
To be cross-trained in other specialized areas with the office.
Other duties as assigned.
High School Diploma or graduation equivalent.
Three years related experience in office administration.
Additional education may substitute for required experience, to the extent permitted by the JHU equivalency formula.
Bachelor's Degree preferred.
Additional Knowledge, Skills & Abilities
Proficiency using MS Word and Excel.
Preferred skills in Hopkins Groups system.
Knowledge of SAP Analysis Reporting, Purchasing, Accounts Payable, Travel and Payroll administration, including knowledge of corresponding policies and procedures.
Ability to work independently and on own initiative with minimal supervision.
Requires excellent interpersonal, organizational and customer service skills.
Ability to communicate effectively and maintain positive, courteous, supportive, and professional working relationships with all levels of contacts including students, staff, faculty advisors, University affiliates, vendors.
Communicates effectively with a diverse customer population.
Excellent verbal and written communication skills required.
Ability to work in a fast-paced, student-oriented environment.
Classified Title: Administrative Coordinator Role/Level/Range: ATO 37.5/02/OE Starting Salary Range: $17.95-$25.30 HRLY (Commensurate with experience) Employee group: Full Time Schedule: M-F 8:30am-5:00pm Exempt Status: Non-Exempt Location: Homewood Campus Department name: DOSL Student Employees Personnel area: University Student Services
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.
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 firstname.lastname@example.org. For TTY users, call via Maryland Relay or dial 711. For more information about workplace accommodations or accessibility at Johns Hopkins University, please visit accessibility.jhu.edu.
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.
Note: Job Postings are updated daily and remain online until filled.
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