We are seeking a Office Manager who will provides project coordination and administrative support. In addition, this position provides periodic administrative support to the Assistant Director of Disability Services. Position will report to the Senior Director of Student Disability Services, Homewood.
This position works with undergraduate and graduate students, faculty and other administrative offices to arrange accommodations for students.
Will maintain the Senior Directors schedules/calendars, plan all travel, manage confidential files and correspondence, assist with special projects and event planning, budget management, staff department searches, data, and any other assigned duties.
Ensures that the Senior Director is fully prepared for meetings and appearances; including compiling and preparing materials, confirming meeting details and expectations regarding laws that govern the practice of disability services professionals, such as ADA, Section 504 of the Rehabilitation Act, HIPPA, as well as FERPA concerning protected information.
Specific Duties & Responsibilities
Communicates effectively and maintains positive, courteous, supportive, and professional working relationships with all levels of contacts. Contributes to the customer service-oriented atmosphere within the department to assist other functional areas when needed or requested.
Work with parking to coordinate paid spaces for contracted interpreters.
Maintain calendar; schedule elaborate and detailed appointments and meeting rooms; make travel and accommodation arrangements for staff; provide travel and accommodation options based on staff needs and cost limitations; and prepare and track expenses, travel reimbursements and reports.
Help manage Student Disability Services budget and all financial transactions. Deposit checks and allocate funds to appropriate accounts. Identify budget shortfalls or overages and provide alternative solutions. Reconcile and manage project budgets.
Process invoices, travel expense reports, and other related transactions in SAP. Assist with P-card reconciliations. Process internal reimbursements.
Establish purchase orders, vendors and independent contractors in the system. Process invoices for POs, vendors and ICs. The position will order supplies and other items for the office.
Coordinate and document student worker schedules. Process student payroll.
Compose, edit, type and distribute various form letters and correspondence; create and maintain necessary files; order supplies as needed.
Perform tasks with a significant degree of independence, requiring knowledge of university resources and Homewood staff and facilities.
Maintain a professional relationship with a wide range of contacts.
Assume administrative tasks, special projects, ad hoc reports, budgets, billing, research data and other related activities. Develop and maintain information to generate reports, tables, charts, graphs and PowerPoint presentations as needed.
Schedule appointments and meeting rooms; take, compile and distribute meeting minutes; type routine and specialized correspondence as well as reports; answer telephone, screen callers and relay messages.
Based on special knowledge and understanding of initiatives, goals, and objectives of Student Disability Services, will independently resolve scheduling conflicts, prioritize requests, confirm and track event or meeting details.
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.
Special Knowledge, Skills & Abilities
Must be able to work efficiently, effectively and professionally in a fast-paced environment interacting with senior level executives and officials.
Must be an independent worker, who is flexible, motivated and able to handle multiple tasks, self-starter.
Requires significant independent action and frequent interaction with internal and external constituencies.
Excellent verbal and written communication skills and ability to handle confidential information. Requires consummate skills in diplomacy, discretion, and confidentiality.
Strong organizational skills and facility with budgets and spreadsheets.
Knowledge and experience with business and financial processing, such as expense reimbursements, payment of invoices.
Extensive experience with office technologies including MS Word, Excel, and PowerPoint.
Demonstrated experience working in a fast-paced, executive environment and will be a core member whose contributions to a team-based and cross-trained environment will advance the goals of Johns Hopkins University.
Classified Title: Administrative Coordinator Working Title: Office Manager Role/Level/Range: ATO 37.5/02/OE Starting Salary Range: $17.95-$25.30-$32.60 HRLY (Commensurate with experience) Employee group: Full Time Schedule: 8:30am - 5:00pm Exempt Status: Non-Exempt Location: Hybrid/Homewood Campus Department name: Student Disability Services 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.
All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.
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@example.com. For TTY users, call via Maryland Relay or dial 711. For more information about workplace accommodations or accessibility at Johns Hopkins University, please visit accessibility.jhu.edu.
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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