Job Information
Johns Hopkins University Sr. Adminstrative Coordinator in Baltimore, Maryland
We are seeking a Sr. Administrative Coordinator who 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. The Senior Administrative Coordinator will deal regularly with sensitive and confidential information and must exercise the utmost professionalism and discretion at all times. A valued member of the On-Campus Living team, the Senior. Administrative Coordinator will play a key role in the coordination of annual departmental processes, programs, and events that enhance residential life on campus and enhance housing operations.
Specific Duties & Responsibilities
Serve as the first point of contact for visitors, students, staff, faculty, and parents/families.
Triage and provide appropriate referrals for On-Campus Living issues.
Receive and respond to all incoming calls and visits at the Wolman On-Campus Living suite.
Provide administrative support to the Executive Director of On-Campus Living and the On-Campus Living team as needed.
Streamline, organize, and maintain all On-Campus Living policies, protocols, and procedures.
Stay current with all processes and procedures of On-Campus Living and other related departments to field inquiries and address parent/family and student inquiries.
Coordinate complex meetings, prepare and distribute meeting materials and agendas. Organize supporting materials for meetings. Take meeting minutes as requested.
Plan, write, edit, and manage the distribution of letters, memoranda, and other communications utilizing Microsoft Office Suite.
Serve as a resource and representative of On-Campus Living at university-sponsored events and on department, division, or university committees.
Ensure the office operates with sustainable practices in mind per the recommendations of the Homewood Recycling and Office of Sustainability.
Human Resources and Fiscal Management
Responsible for assisting the Executive Director with the oversight and reconciliation of the general operating budget, including but not limited to invoice tracking, payments, handling transactions with external vendors, and tracking and resolving budget discrepancies.
Track and reconcile Procurement Card expenses for On-Campus Living staff by allocating expenses against budgets and reviewing and researching receipt documentation. Also track and reconcile petty cash funds, reviewing hundreds of receipts a month to determine eligibility for reimbursement, and other processes deemed relevant.
Keep meticulous, filed, documentation around receipts, petty cash, J-Card usage, payout, travel, and reimbursements for reference and auditing purposes.
Responsible for advising the On-Campus Living staff in responsible management of their allocated budgets.
Assist with creating and facilitating budget management and administrative task training for the Resident Advisors at various times of year (August training, mid-year hires, January training, etc.).
Partner with the J-Card Services office to facilitate the J-Card Purchasing Card program in On-Campus Living, ensuring all usage receipts are cross-checked and managed appropriately.
Manage timesheets, process weekly student payroll in SAP, process new hire ISRs and employment records for Office Assistants and Resident Advisors, maintain their personnel and payroll files.
Review and prepare travel arrangements, travel advances, and reimbursements for On-Campus Living staff and prospective job candidates.
Manage confidential Human Resources information for the department including student payroll, work-related travel, and personnel records.
Maintain office equipment leases and prepare purchase requests for office supplies.
Publications, Social Media, and Website Maintenance
Update all rosters, student employment forms, and publications to reflect the current professional and student staff.
Utilize knowledge of website design, including interactive web features, video, audio, and flash components to bring the On-Campus Living website in line with University communication standards and themes.
Provide backup support to website editing and ensure all posted information is current and accurate and that all links function properly.
Remain current with web-based technologies, and university systems, and make suggestions and improvements based on researched best practices.
Produce highly polished marketing materials, including but not limited to flyers, banners, calendars, and brochures utilizing design software (i.e. Photoshop, Illustrator, Publisher, Photoshop, and/or other similar software packages).
Coordinate the ordering of marketing and promotional material production, from design to execution.
Assist with creation or coordination of documents, data, reports, or presentations for the Executive Director and On-Campus Living central office staff as requested.
Serve as a resource for Resident Advisors and campus partners to help increase student engagement and enhance the undergraduate experience.
Other duties and special projects as assigned.
Special Knowledge Skills & Abilities
Excellent and effective oral and written communication skills.
Strong organizational skills. Ability to organize daily workload according to new and developing situations.
Ability to work effectively with a diverse population.
Ability to interact with students, staff, parents, and administrators at all levels.
Ability to create marketing materials, brochures, correspondence, and reports.
Work with and reconcile financial accounts.
Analyze and evaluate operations and develop and implement corrective action to resolve problems.
Ability to effectively handle multiple tasks, prioritize directives from several different sources, complete projects within a given time frame, and
Ability to establish and maintain effective working relationships with teams, other university staff, students, and the general public
Proficiency in Microsoft Office, Excel, Graphics, Web design, shared data base systems and publication software programs.
Experience with Adobe CS (Illustrator, InDesign, Photoshop), Canva, etc., and an aptitude for technology with the ability to learn new programs quickly.
Knowledgeable in Student Development Theory.
Minimum Qualifications
High School Diploma or graduation equivalent.
Five years of progressively responsible administrative experience.
Prior budget experience is required.
Additional education may substitute for required experience, to the extent permitted by the JHU equivalency formula.
Preferred Qualifications
Bachelor’s Degree is strongly preferred.
Five years of experience with complex, highly confidential student-related issues, exceptional interpersonal skills, proven ability to work in a fast-paced, challenging environment, and operate fluidly with all levels of University Administration.
Previous experience in a college environment is preferred.
Classified Title: Sr. Administrative Coordinator
Role/Level/Range: ATO 37.5/03/OF
Starting Salary Range: $21.00 - $36.50 HRLY (Commensurate with experience)
Employee group: Full Time
Schedule: Mon - Fri / 08:30am - 05:00pm
Exempt Status: Non-Exempt
Location: Homewood Campus
Department name: Community Living Operations
Personnel area: University Student Services
Equal Opportunity Employer:
Johns Hopkins University is an equal opportunity employer and does not discriminate on the basis of race, color, gender, religion, age, sexual orientation, national or ethnic origin, disability, marital status, veteran status, or any other occupationally irrelevant criteria. The university promotes affirmative action for minorities, women, disabled persons, and veterans.