We are seeking a Senior Administrative Coordinator who is vital to the operations of the Whiting School of Engineering Office of Undergraduate Academic Affairs, providing administrative, budgetary, and project management/event support to the Vice Dean for Undergraduate Education, the Associate Dean for Undergraduate Academic Affairs, the Assistant Dean for Undergraduate Academic Advising, and several other staff.
The successful applicant is organized, detail-oriented, and possesses excellent interpersonal skills. Capacity to manage multiple, competing priorities, and experience in higher education is highly desirable. The position offers a hybrid schedulerequiring three days in the office and two days working from home during the fall and spring semesters, and remote for 10-weeks in the summer. Hybrid schedule may vary on occasion based on departmental needs.
The Sr. Administrative Coordinator reports to the Senior Academic Program Coordinator.
Specific Duties & Responsibilities:
General Administrative Duties
Provide front desk coverage during times not covered by students; Screen and triage incoming mail, email, and phone calls/voicemail messages; respond or refer as appropriate; take minutes at staff meetings and other meetings upon request.
Make travel arrangements as needed; Scan paper documents and archive/file electronic documents;
Operate and coordinate servicing and replacement of office equipment such as computers and copier.
Update LCD screen outside office with weekly drop-in schedule and other announcements.
Maintain current data for Business Continuity Planning activities; update quarterly operations calendars in cooperation with Assistant Dean. Manage reservation system for conference room
Undergraduate Advising Support
Evaluate and assess specific needs of visitors to office; respond or refer as appropriate; manage incoming messages to shared office email account.
Respond or refer as appropriate; oversee the maintenance of electronic undergraduate student academic files.
Fine-tune and implement relevant filing and file retrieval systems and procedures to ensure absolute accuracy, and maximum functionality and efficiency.
Perform all financial transactions for the office; Oversee the WSE Academic Affairs budget (including student organizations, MedHacks, Undergraduate Conference Travel Fund and Vredenburg Travel Fund recipients) – entails working with WSE Business Office to record and reconcile all purchases, as well as making projections on available resources.
Process payroll for all student employees hired to support Academic Affairs programs and projects, including graduate student Teaching Assistants for General Engineering course offerings; process accounting transactions in SAP system.
Verify budgets and expenditures to ensure compliance with university policies; initiate and maintain human resources documents in the SAP system to include ISR transactions for student employees, including graduate student Teaching Assistants for General Engineering course offerings; order office supplies and equipment.
Maintain university procurement card.
Hire, train, and supervise several student employees who will be responsible for providing significant front desk coverage during designated office hours.
Hire student employees for Academic Affairs led projects and programs; maintain a handbook for training office assistants.
Serve as primary administrative point of contact for approximately ten student groups, particularly on matters of conference travel and other logistics, reimbursements, and event planning.
Collaborate with Student Leadership and Involvement (Homewood Student Affairs) on student organization reimbursement system.
Maintain accuracy of comprehensive WSE student group inventory spreadsheet.
Provide support to Assistant Director responsible for student organization oversight.
Coordinate, manage, and serve as primary administrative contact for Order of the Engineer induction ceremony (annual; May), serve on various Whiting School event planning committees, such as WSE Convocation Awards Ceremony (annual; May), and National Engineering Week (E-Week) Planning Committee (annual; February), coordinate student group participation in E-Week, attend Tower of Power or other key launch events; serve on University Commencement Committee.
Duties may include organizing catering or other vendors for events/programs.
Other Duties as Assigned
The nature of the Sr. Administrative Coordinator's projects will vary based upon the regular academic cycle as well as new initiatives from the Deans.
Minimum Qualifications (Mandatory):
High School Diploma/GED required.
Five years of progressively responsible administrative experience required.
Additional education may substitute for required experience, to the extent permitted by the JHU equivalency formula.
Experience providing management support including demonstrated writing ability, budget and purchasing experience, and familiarity with hardware and software issues strongly preferred.
Experience in a customer-service oriented environment including daily in-person, electronic, and telephone communication with clients/customers.
* JHU Equivalency Formula: 30 undergraduate degree credits (semester hours) or 18 graduate degree credits may substitute for one year of experience. 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.
Bachelor's Degree preferred.
Special Knowledge, Skills & Abilities:
Exceptional oral, written, and interpersonal communication skills.
Ability to work independently and research/gather information required to complete an assigned task or project.
Strong proofreading skills.
Demonstrated organizational skills with proven ability to prioritize work in a busy environment with frequent interruptions.
Ability to work collaboratively and effectively as part of a team with faculty, staff, and students from a variety of diverse backgrounds.
Excellent computer literacy, word processing, and spreadsheet skills in MS Office, and proficiency virtual collaboration software (MS Teams, Zoom, for example).
Experience in administrative support in an office setting including calendaring, travel arrangements, maintaining electronic filing system, working with confidential materials.
Working knowledge of SAP strongly preferred.
Knowledge of JHU or other student information system preferred.
Knowledge of JHU administrative policies and procedures preferred.
Demonstrated interpersonal skills to interact with a wide range of internal and external contacts.
Classified Title: Sr. Administrative Coordinator Role/Level/Range: ATO 37.5/03/OF Starting Salary Range: 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: Academic Affairs Ugrad Personnel area: Whiting School of Engineering
The successful candidate(s) for this position will be subject to a pre-employment background check.
If you are interested in applying for employment with The Johns Hopkins University and require special assistance or accommodation during any part of the pre-employment process, please contact the Talent Acquisition Office at [email protected]. For TTY users, call via Maryland Relay or dial 711.
The following additional provisions may apply, depending on campus. Your recruiter will advise accordingly.
The pre-employment physical for positions in clinical areas, laboratories, working with research subjects, or involving community contact requires documentation of immune status against Rubella (German measles), Rubeola (Measles), Mumps, Varicella (chickenpox), Hepatitis B and documentation of having received the Tdap (Tetanus, diphtheria, pertussis) vaccination. This may include documentation of having two (2) MMR vaccines; two (2) Varicella vaccines; or antibody status to these diseases from laboratory testing. Blood tests for immunities to these diseases are ordinarily included in the pre-employment physical exam except for those employees who provide results of blood tests or immunization documentation from their own health care providers. Any vaccinations required for these diseases will be given at no cost in our Occupational Health office.
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