We are seeking a Administrative Coordinator who will provide for all of the administrative needs of JHU Religious & Spiritual Life and the Religious & Spiritual Life Advisory Board including managing the departmental budget, supervising the student office assistants and building managers. The Administrative Coordinator is responsible for the scheduling of the Bunting-Meyerhoff Interfaith and Community Service Center and overseeing building maintenance. In addition, the Administrative Coordinator provides administrative and budgetary support to Gender and Sexuality Resources and other units in CDI as needed. This position also provides budgetary support to student organizations as needed in collaboration with the CDI Senior Administrative Coordinator, DOSL Administrative Manager, and Student Engagement. This is a full-time front-desk, on-site position. Reports to the Chaplain.
Specific Duties & Responsibilities
Provide administrative support to the Religious & Spiritual Life office by greeting and triaging visitors, purchasing supplies and performing all general office duties.
Field and respond to questions and information requests from all levels of internal (university administration, faculty, staff, students) and external individuals and organizations regarding both policies, procedures and services under the purview of the department.
Handle all building use inquiries, manage the building schedule and ensure proper staffing for all routine and special events. This will include working with several student religious and spiritual life groups, advisors, campus partners, performing arts groups and other campus constituents.
Exercise independent judgment in the resolution of administrative problems.
Work in collaboration with University Communications to ensure departmental website is up to date.
Recruit, train and manage student Building Managers ensuring the facility has coverage mid-day and evenings Monday – Friday and all-day Sunday and as needed for special events on Saturday.
Add new student employees to the database and manage the updating of students' personal information.
Manage time-sheets and payroll for student and part-time casual employees.
Monitor and manage budgets including invoice tracking, payments, handling transactions with external vendors, tracking and resolving budget discrepancies.
Reconcile monthly report of expenditures for Religious & Spiritual Life, Gender & Sexuality Resources various budgets and accounts; maintain balanced accounts.
Prepare and approve financial documents such as online payment requests, travel reimbursements, etc.
Provide administrative support for the Academic Break Trips and experiences. This will include managing contracts, booking travel, ground transportation and lodging, securing deposits from student participants, and providing support when issues arise during the trips.
Track and reconcile procurement credit card (P-Card) expenses for Religious & Spiritual Life staff. Act as reviewer for P-Card reconciliation.
Prepare and provide support in preparing departmental reports.
Answer phones, screen calls and relay messages.
Sort and distribute mail.
Establish and maintain filing systems, office supplies and materials distribution.
Maintain office equipment and leases.
Serve as the departmental lead with Plant Operations to ensure ongoing facility care and maintenance and urgent projects are occurring and are scheduled in sync with our complex building schedule.
Work with student employees to ensure the facility is properly set-up and re-set before and after events, meetings, meals, etc.
Maintain an up-to-date report on the building use and related statistics.
Work in collaboration with various partners to ensure large scale programs have proper technical support, supplies, catering and staffing.
Support student groups with special projects through purchasing, processing honorariums and reimbursements.
Support student groups' use of the facility during particular religious holy seasons and ensure they are adhering to the building use expectations.
Anticipate building use ebbs and flows and ensure proper inventory of hospitality stations (tea, coffee, cocoa, ice cream, water etc.)
Work in collaboration with the Administrative team for CDI to streamline processes, ensure proper workflow approvals and provide support as needed.
Provide scheduling assistance to the Chaplain as needed.
Prepare reports, serve on committees and stay current on the university's administrative and financial policies, procedures and practices.
Manage confidential Human Resources information for the department.
Assist Chaplain with all other duties as assigned.
Special Knowledge, Skills, & Abilities
Ability to communicate and interact effectively in a cross-cultural, multi-religious environment with a variety of constituents.
Willingness to learn about the various religious & spiritual identities present on our campus.
Ability to serve as a welcoming, calm, compassionate and professional presence.
Ability to interact with students, staff, parents, administrators and visitors at all levels of the university and community.
Ability to handle sensitive and confidential information with great discretion.
Must be able to handle multiple assignments, address needs and conflicts as they arise.
Excellent oral and written communication skills.
Ability to create marketing materials, brochures, correspondence, and reports.
Strong organizational and problem-solving skills.
Ability to supervise staff and manage budgets.
Ability to manage and reconcile financial accounts. SAP knowledge and experience highly valued.
Ability to effectively handle multiple tasks, prioritize directives from several different sources, complete projects within given time frame, and organize daily workload according to new and developing situations.
Proficiency in Microsoft Office, Excel, Graphic and Web design. Experience with Adobe CS (Illustrator, InDesign, Photoshop) and other software systems as needed.
Aptitude with computers and social media and ability to learn new programs quickly.
Previous experience in a college environment preferred.
Must have a valid driver's license.
High School Diploma or graduation equivalent.
Three years related experience.
Additional education may substitute for required experience, to the extent permitted by the JHU equivalency formula.
Should have experience with complex, highly confidential student related issues, exceptional interpersonal skills, proven ability to work in a dynamic environment, and operate fluidly with all levels of University Administration.
Excellent written and verbal communication skills; budget experience; the ability to attend to detail; and proficiency with MS Office and SAP software; shared data base systems; and publication software programs are essential for this position.
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: Mon-Fri / 8:30am-5:00pm Exempt Status: Non-Exempt Location: Homewood Campus Department name: Religious and Spiritual Life 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: JHU Equivalency Formula: 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.
**Applicants who do not meet the posted requirements but are completing their final academic semester/quarter will be considered eligible for employment and may be asked to provide additional information confirming their academic completion date.
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