We are seeking an Sr. Administrative Coordinator. The Sr. Administrative Coordinator provides administrative and programmatic support to the Center for Africana Studies (CAS), The position reports to the Director, Center for Africana Studies.
Specific Duties & Responsibilities
Provide administrative support to the Director and others in the departments in the support of admitted students.
Calendar management and support for the Director and other faculty members.
Maintain program records.
Supervise student employees, manage day-to-day job responsibilities, submit time sheets, etc.
Maintain schedule of student employees.
Evaluate student employee performance.
Keep and organize all event-related documentation including emails, contracts, posters, in-voices, and receipts.
Assist with the organization of award competitions.
Provide administrative support for visiting speakers and other official guests as requested and serve as receptionist as needed.
Ensure cleanliness and professional appearance of common areas (230 lobby, mail room, conference rooms, kitchenette, etc.)
Maintain inventory of event-related supplies.
Manage and maintain Center for Africana studies course scheduling.
Maintain conference room calendars.
Other duties as assigned.
Reconcile budgets, verifying that accurate expenses are posted to the correct general ledger account.
Monitor budget balances.
Monitor and forecast expenditures.
Recommend corrective actions regarding cost savings and over expenditures.
Manage and coordinate the budgeting, reporting and management of non-sponsored departmental budgets.
Process all invoices and petty cash requests, ensuring correct cost center/internal order numbers are used.
Oversee P-Card transactions, processing allocations and approvals monthly.
Reconcile monthly statements.
Human Resources Management
Serve as Point-of-Contact for and oversee all departmental aspects of human resources matters.
Processing ISRs in SAP to initiate and/or approve payroll actions for hiring, salary and personal data changes, leaves of absence, terminations, position creation and maintenance, travel reimbursements, etc.
Working closely with Krieger/Whiting HR to write job descriptions all positions.
Working closely with the Talent and Acquisition Office to post open positions on the JHU Jobs website and external sites including newspapers and external websites.
Office Management And Communications
Oversee the day-to-day operations of the departments.
Maintain contact lists for all programs.
Represent programs as requested at open houses for prospective and admitted students, and other events requiring representation.
Serve as point of contact for all issues involving IT, including purchasing of new computers, overseeing set up, and maintenance of all office equipment.
Point-of-contact to troubleshoot issues with computers.
Work with KSAS IT to update computers by maintaining an inventory of all computers with service tags and warranty expiration dates, software and to maintain computer profiles for workstations and laptops.
Serve as Telecommunications point-of-contact for maintenance/upkeep of telephones in the departments.
Review monthly reports for telephones and faxes for accuracy.
Update websites and print promotional materials.
Maintain program Facebook groups/pages to announce news and events.
Design and distribute posters, brochures, and email announcements.
Draft and distribute regular e-newsletters for ICP.
Coordinate production of annual print newsletters/journals as requested.
Help draft annual reports for programs.
Help market undergraduate majors/minors and all associated degree programs/certificates.
Design materials such as business cards, letterheads, pens, t-shirts, etc.
Maintain ICP Events Calendar for entire office.
Coordinate and execute all aspects of ICP program events.
Book venues, hotel rooms, travel as requested.
Make P-card purchases for event expenses and supplies.
Coordinate event publicity & program materials.
Serve as first contact for tech support for 266 and 252.
Ensure adequate staffing of events.
Schedule and assist with program meetings.
Assist program graduate students in executing program speaker series.
Provide logistical support before, during, and after events (e.g., hotel reservations, welcome package, set up computer/LCD projector for presentations, etc.).
Special Knowledge, Skills & Abilities
Excellent oral, written, and interpersonal communication skills.
Requires a high level of professionalism and ability to maintain confidentiality.
Ability to work independently, collaboratively, and proactively with minimal supervision.
Must be very organized and able to set priorities.
Excellent time management skills and the ability to work well under pressure while handling multiple, shifting and competing priorities.
Requires the ability to work with a high level of attention to details.
Excellent computer skills with standard office software (e.g. Excel, Word, Outlook, PowerPoint, Adobe).
Working knowledge of and intermediate experience with internal Hopkins systems preferred (SAP, Interfolio, FileMaker, etc.
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.
Two years of college courses preferred in Business or Accounting.
Experience working in a higher education setting preferred.
Supervisory experience is 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: M-F, 8:30 a.m. to 5 p.m. Exempt Status: Non-Exempt Location: Hybrid/:Homewood Campus Department name: Africana Studies 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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