The Sr. Administrative Coordinator will provide high-level administrative and project support to graduate students, postdoctoral fellows, and faculty within the Expository Writing Program (EWP). This position has overall responsibility for ensuring that assigned projects and administrative matters are handled in a timely, accurate and professional manner.
Specific Duties & Responsibilities
35% - Administrative Support
Provide administrative support to the Expository Writing Program; its Director and Associate Director; and the Writing Center.
Assist with AEFIS assessment of EWP
Maintain the EWP website with KSAS Marketing and Communications.
Assist with coordination of department events such as seminars, orientations, and open houses including arranging for rooms and catering.
Oversee facility and IT issues.
Attend administrative meetings. Participate in project meetings, making important contributions to discussion.
Develop spreadsheets or other tracking tools, update websites and data sources.
Assign and prepare offices for new faculty arrivals
Other duties as assigned
25% - Human Resources and Recruitment
Prepare request forms for faculty and postdoc appointments
Provide support and documentation for faculty promotions and reviews
Support the EWP Director with faculty searches, including but not limited to: creating searches in Interfolio; ad placement; and coordinating candidate visits.
Assist with facilitation of visa filings for faculty, graduate students and postdocs.
Coordinate onboarding of new faculty, staff and post-docs, grad students.
20% - Financial Support
Oversee, initiate, and monitor payroll changes within the SAP system, including salaried and hourly payroll for students.
Oversee budget for general funds, faculty salaries, faculty research accounts, fellowships, gifts and endowment accounts; equipment purchases and repair.
Prepare and coordinate financial, operations, and ad hoc reports
Analyze and reconcile financial accounts; projects impact/trends and provides recommendations for appropriate actions
Monitor and make determinations regarding endowment and gift accounts
Ensure expenses are properly documented, allocated, recorded, filed and reconciled
Coordinate student awards
20% - Academic Coordinator/Scheduling
Set up course information and room scheduling
Update program offerings and course descriptions in University course catalog, EWP website, and other databases
Assist with access issues related to Blackboard, email, and SIS; manage course folders, as well as other related duties.
Minimum Qualifications (Required)
High School Diploma/GED.
Five (5) years progressively responsible administrative experience
Additional education may substitute for required experience, to the extent permitted by the 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 and 7 to 9 years of related experience preferred.
Experience in higher education or an executive level office in support of academic, business, research and/or development operations preferred.
Project management experience highly preferred.
Special Knowledge, Skills, and Abilities
Expert proficiency with standard office equipment and software (i.e. Excel, Word, PowerPoint, Outlook, Adobe)
Proficiency with web design and development tools such as Wordpress.
Proficiency with diverse e-platforms and tools such as Blackboard, Slate, Microsoft Teams, SharePoint, OneDrive,
Highly organized with demonstrated ability to work independently and proactively with minimal supervision when needed, and how/when to triage and elevate issues to the EWP Director.
Superior written communication skills. High level interpersonal communication skills and experience working with diverse populations as part of a team.
Demonstrated skills compiling and analyzing data, and subsequently drafting correspondence, presentations, and reports.
Effective time management skills while handling multiple, shifting and competing priorities.
Ability to anticipate the needs of assigned principal(s) and use discretion and sound judgment in independent decision-making
Ability to maintain confidentiality and professionalism.
Classified Title: Sr. Administrative Coordinator Working Title:Sr. Administrative Coordinator Role/Level/Range: ATO 37.5/03/OF Starting Hourly Pay Rate Range: $19.82 to $27.27 /Commensurate with Experience Employee group: Full Time Schedule: Monday - Friday, 8:30 a.m. to 5 p.m. / 37.50 hrs per week Exempt Status: Non-Exempt Location: 01-MD:Homewood Campus Department name: 10001346-Dean Office of Personnel area: School of Arts & Sciences
The successful candidate(s) for this position will be subject to a pre-employment background check.
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