Johns Hopkins University Student Health and Well-Being is seeking a Sr. Administrative Coordinator who will support leadership and team operations across three functional areas with University-wide scope – Student Well-Being (SWB), University Student Disability Services (SDS) and the Crisis, Consultation and Case Management team within Mental Health Services (MHS). This role will provide department leaders with support around calendaring, scheduling, travel assistance (Concur) and special projects. The Senior Administrative Coordinator will also support departmental functions including event planning, communications assistance, budget, invoice and purchasing responsibilities, along with SAP transaction processing.
The Senior Administrative Coordinator must be able to work in a demanding, fast-paced, and collaborative work environment. This position requires the ability to multi-task, prioritize, and be proactive. This individual will deal regularly with sensitive and confidential information and must always exercise the utmost professionalism and discretion.
Specific Duties & Responsibilities
Scheduling & Calendaring
Maintain Outlook calendars and scheduling for the Executive Director, SDS; Executive Director, SWB; and the leadership of the Crisis, Consultation and Case Management unit (MHS)
Work with JHU Events staff and calendaring software to schedule larger university-wide meetings and events.
Event Planning & Facilitation
Assisting with planning departmental outreach events, workshops, and group sessions (preparing printed materials, arranging parking for vendors, ordering supplies, placing room and equipment reservations, ordering meals, planning virtual group sessions and presentations, etc.)
Coordinating team retreats, professional development events, and continuing education.
Note-Taking & File-Management
Maintaining shared drive and Microsoft Teams site, including updating templates and other documents at the direction of department leadership.
Taking minutes at regular team and other department meetings and posting them to Microsoft Teams Site.
General department support duties such as filing, faxing, copying, mail, ordering supplies, etc.
Supporting routine financial functions, including processing travel reimbursements, expense reports, data entry, and procurement card transactions.
Provide department leaders with monthly budget accounting and reconciliation.
Process department employee transactions in SAP financial software.
Post positions in Smile, hire and process timesheets for Graduate Assistant and Proctors (SDS).
Main point of contact with IT and LAN administrator.
Provide back-up assistance when needed to SHWB Executive Assistant and other SHWB department administrative coordinators.
Performing other administrative duties, as assigned.
Provide back-up support to department leaders around creation, proofing and distribution of communication vehicles.
Support USS Communications department where appropriate communication documents and campaigns require additional support.
Maintain various departmental listservs; managing and updating memberships as needed on a monthly basis.
Special Knowledge, Skills & Abilities
Superior customer service skills.
Excellent verbal and written communications skills.
Understanding of the principles of confidentiality and how to manage private information and documents.
Strong organizational skills.
Ability to manage multiple tasks simultaneously.
Ability to function in a fast-paced work environment.
Detail oriented and deadline driven.
Technical proficiency for internal software, call center phone system, and procedures.
Working knowledge of Microsoft Office Suite and Outlook.
Knowledge of SAP Financial software and ISR processing preferred.
Knowledge of and experience in online scheduling software and tools (Doodle, Sign-up Genius, FindTime, etc.)
Experience in Concur travel software.
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. Additional education may substitute for required experience, to the extent permitted by the JHU equivalency formula.
Handles both routine and confidential information in an appropriate, respectful manner.
Must be reliable and able to function well in a cooperative team setting.
Classified Title: Sr. Administrative Coordinator
Role/Level/Range: ATO 37.5/03/OF Starting Salary Range: Min $21.00 - Max $36.50 HRLY ($62,500 budgeted; Commensurate with experience) Employee group: Full Time Schedule: M-F 8:30am-5:00pm Exempt Status: Non-Exempt Location: Hybrid/Homewood Campus Department name: Health Promotion and Well-Being Personnel area: University Student Services
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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