We are seeking an Administrative Program Coordinator.
Specific Duties & Responsibilities
Budget/Financial Support: (% effort 60%)
In collaboration with the Administrative Manager, prepare annual department budget entry in the budget management system. Reconcile budgets and actual expenditures throughout the year on a monthly basis through SAP.
Day to Day Budget/Financial Activity
Provides oversight of each department's financial records/documents, ensuring accuracy and compliance with university and federal requirements.
Responsible for fund transfers between SOM and other University departments; including semi-annual tuition revenue transfers.
Pre-award and post-award grants management and reconciliation for HoM and FAE.
For AAM, manages the invoicing, billing, and quarterly productivity reports for Prosthetics Clinic, Medical Illustration, 3D Printing and Visualization, Brodel Archives, and Graphic Arts activities, including internal and external clients.
Process new hires, existing faculty/student salary changes, bonus/supplemental payments.
Process tuition scholarship entries and yearly financial aid awards for graduate students.
Manages graduate student work study hiring and time tracking in AAM.
Reconcile accounts and record credit card activity on Concur for department procurement cards and Central Bill Travel Cards.
Assist faculty, postdocs, students, and staff with travel booking and expense reimbursements through Concur.
Monitor sponsored effort reporting and prepare e-forms as necessary; prepare non-payroll cost transfers; pre-certify sponsored effort on a quarterly basis through the effort reporting system.
Enter fiscal budgets into the budget management system.
Setup new vendors for payment in the vendor management system and SAP.
Process payments of invoices, honoraria, and non-employee expense reimbursements.
Order office/lab/classroom/clinic supplies as needed.
Maintain monthly expenditure/revenue spreadsheets for tracking each department account and faculty discretionary account; communicate with faculty as needed to keep abreast of account balances; address any departmental financial issues that may arise.
Monitor student travel and discretionary funds.
General Administrative Support (% effort 40%)
Manage the calendars for each Department Director, the Administrative Manager, and department/room scheduling, act as primary scheduling liaison.
Oversee the daily activities and operation of each department.
Arrange FedEx/UPS shipping and water delivery.
Maintain department digital files, ensuring accuracy and compliance with university and federal requirements.
Support monthly faculty/postdoctoral and student meetings (scheduling, agendas, and minutes).
Develop, implement, and document processes, procedures, and systems.
Maintain inventories of supplies, technology, software, and lab/clinic equipment.
Act as the on-site facilities and space contact for maintenance issues, work orders, and lab safety surveys; submit annual space survey through the space management system.
Assist Administrative Manager with faculty, postdoc, and student hiring, including job announcement postings, scheduling of interviews, candidate communication, facilitating campus visits, and final onboarding.
Arrange all aspects of visiting lecturers, including transportation, accommodations, meals, itinerary, and scheduling rooms on campus.
Process website and social media updates/announcements; connect with central Marketing and Communications office as needed.
Coordinate events from initial planning to day-of logistics; Act as on-site support for HoM biweekly colloquia, FAE Seminar Series, AAM student presentations, retreats, holiday parties, and conferences.
Special Knowledge, Skills, & Abilities
Good written and verbal communication skills.
Good interpersonal skills, including the ability to work closely with faculty and students in a small, close-knit departments.
Three years progressively responsible professional level administrative or finance experience.
Additional experience may substitute for education, to the extent permitted by the JHU equivalency formula.
Experience with common office and academic software (e.g., MS Word, Excel, Teams, Canvas).
Experience with general accounting practices; Experience with SAP ERP.
Experience with WordPress or other web hosting software.
Experience with pre- and post-award grants management.
Prior experience with Johns Hopkins University academic and business systems is desirable.
Classified Title: Administrative Program Coordinator Role/Level/Range: ATP/03/PC Starting Salary Range: $52,230-$71,890-$91,550 Annually (Commensurate with experience) Employee group: Full Time Schedule: 7.5 Exempt Status: Exempt Location: Hybrid/School of Medicine Campus Department name: SOM Art General Administration Personnel area: School of Medicine
Total Rewards The referenced salary range is based on Johns Hopkins University's good faith belief at the time of posting. Actual compensation may vary based on factors such as geographic location, work experience, market conditions, education/training and skill level. Johns Hopkins offers a total rewards package that supports our employees' health, life, career and retirement. More information can be found here: https://hr.jhu.edu/benefits-worklife/
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.
The successful candidate(s) for this position will be subject to a pre-employment background check. Johns Hopkins is committed to hiring individuals with a justice-involved background, consistent with applicable policies and current practice. A prior criminal history does not automatically preclude candidates from employment at Johns Hopkins University. In accordance with applicable law, the university will review, on an individual basis, the date of a candidate's conviction, the nature of the conviction and how the conviction relates to an essential job-related qualification or function.
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