Classified Title: Administrative Coordinator Role/Level/Range: ATO 37.5/02/OE Starting Salary Range: $17.25 - $23.72 per hour Employee group: Full Time Schedule: M-F, 8:30 a.m. to 5 p.m. Exempt Status: Non-Exempt Location: 01-MD:Homewood Campus Department name: 10001469-Academic Affairs Ugrad Personnel area: Whiting School of Engineering
This is a position that is vital to the smooth and efficient functioning of the office. This position provides administrative, budgetary, and project management/event support to a Vice Dean, an Assistant Dean, and several staff in the Office of Academic Affairs in the Whiting School of Engineering. The Office of Undergraduate Academic Affairs is responsible for two distinct areas:
Undergraduate Academic Affairs and Advising
Specific Duties & Responsibilities:
The nature of the Administrative Coordinator’s projects will vary based upon the regular academic cycle as well as new initiatives from the Deans. The following projects represent current activities.
General Administrative Duties
Manage calendars for Vice Dean and Assistant Dean, including arranging frequent committee meetings.
Provide front desk coverage during times not covered by students.
Screen and triage incoming mail, email, and phone calls; respond or refer as appropriate.
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.
Compile bi-weekly announcement messages sent to students.
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.
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.
Collect required materials for students requesting exceptions to academic deadlines and policies, deliver to Assistant Dean for decision, assist with informing students of decisions as needed.
Maintain and update various student lists and spreadsheets using data from Registrar’s Office to track students and inform academic departments of changes.
Perform all financial transactions for the office.
Oversee the WSE Academic Affairs budget (including student groups, MedHacks, Dean’s 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.
Process accounting transactions in SAP system.
Verify budgets and expenditures to ensure compliance with university rules.
Initiate and maintain human resources documents in the SAP system to include ISR transactions for student employees.
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, currently under development; maintain accuracy of comprehensive WSE student group inventory spreadsheet.
Update student group information in annual Engineering 101 publication for incoming students.
Provide support to academic advisor 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 event; serve on University Commencement Committee.
Minimum Qualifications (Mandatory):
High School Diploma/GED.
Two years related experience.
Additional education may substitute for required experience, to the extent permitted by the JHU equivalency formula.
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.
Bachelor’s degree preferred.
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.
Special Knowledge, Skills, and Abilities:
Working knowledge of SAP strongly preferred.
Knowledge of JHU or other student information system preferred.
Knowledge of JHU administrative policies and procedures preferred.
Exceptional oral, written, and interpersonal communication skills.
Strong proofreading skills.
Demonstrated organizational skills with proven ability to prioritize work in a busy environment with frequent interruptions.
Ability to work collaboratively as part of a team.
Ability to work effectively with faculty, staff, and students from a variety of diverse backgrounds.
Excellent computer literacy, word processing, and spreadsheet skills.
Experience in administrative support in an office setting including calendaring, travel arrangements, maintaining electronic filing system, working with confidential materials.
Demonstrated interpersonal skills to interact with a wide range of internal and external contacts.
The successful candidate(s) for this position will be subject to a pre-employment background check.
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The following additional provisions may apply depending on which campus you will work. Your recruiter will advise accordingly.
During the Influenza ("the flu") season, as a condition of employment, The Johns Hopkins Institutions require all employees who provide ongoing services to patients or work in patient care or clinical care areas to have an annual influenza vaccination or possess an approved medical or religious exception. Failure to meet this requirement may result in termination of employment.
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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