Career Center
Baltimore, Maryland
Posted: 31-Jan-23
Location: Baltimore, Maryland
Salary: Open
Internal Number: 107543-en_US
We are seeking a Sr. Administrative Coordinator who will provide complex financial, administrative and academic support to the Chair and faculty of the Classics Department within the Krieger School of Arts and Sciences.
Specific Duties & Responsibilities
Financial Administration 45%
- Ensures department business is conducted in compliance with university and divisional financial internal controls and policies.
- Monitor, maintain, and reconcile budgets and oversee expenditure of funds for
-General funds
-Endowments
-Gifts
- Prepare projections for operating, graduate tuition, and graduate salary/stipend budgets.
- Prepare and process payroll for faculty, graduate, and undergraduate students.
- Utilize JHU electronic and web-based systems for budget, accounting, payroll, purchasing, timesheet, graduate admissions, graduate aid, course coordination, student information, and directory administration (SAP, JHED, JHEM, ISIS, DGA, AppCore, ApplyYourself).
- Execute all purchasing activities for department.
- Process funds transfers, reimbursements, check requisitions, invoices, and incoming checks.
- Prepare and electronically post financial aid for graduate students.
Administrative Support 10%
- Develop and apply internal administrative policies and procedures as needed to accomplish functions of position and business of department.
- Represent the department at administrative meetings.
- Serve as department liaison for numerous administrative offices.
- Field and respond to requests for information; conduct basic research and gather information and data to prepare reports and spreadsheets.
- Maintain department activities calendar.
- Maintain department records and files for budgets; personnel; payroll; current, past, and prospective students; faculty searches; general; purge files as necessary and appropriate.
- Coordinate facility and space requirements of department, key control for department offices.
- Handle maintenance of office equipment.
- Compose, sign, transmit correspondence, answer main telephone line and screen and relay calls.
- Provide general office assistance.
Academic Support 45%
- Coordinate all aspects of graduate student admissions.
- Field and respond to requests for information.
- Send pertinent orientation information to admitted students.
- Work with Graduate Admissions and International Student and Scholar Services to assure admissions and visa requirements are met.
- Coordinate and schedule departmental fall, intersession, spring, and summer semester academic courses in cooperation with the offices of the Registrar and Summer & Intersession Programs.
- Request and coordinate course information from faculty and instructors.
- Prepare and submit course information to Registrar; submit preliminary changes to courses; submit scheduling change forms to update finalized course information.
- Coordinate room scheduling; course A/V equipment requirements.
- Coordinate seminar room schedule.
- Maintain departmental academic calendar.
- Serve as department liaison for other academic departments.
- Maintain and update information on the Classics web site, in cooperation with the KSAS Office of Communications and departments information technology specialist.
- Post departmental events on online university calendars.
- Coordinate graduate student graduation process with Graduate Board and Registrars Office.
- Coordinate special events, such as colloquia, seminars, guest lectures, and department socials.
- Provide general assistance to graduate and undergraduate students in support of their academic activities.
Special Knowledge, Skills, & Abilities
- Ability to exercise independent judgment and discretion in resolving day-to-day problems.
- Must be able to prioritize workloads in order to meet deadlines.
- Excellent oral and written communication skills and customer service skills.
- Ability to maintain confidentiality and demonstrate professionalism.
- Proficiency in software applications including Microsoft Office, SAP, JHED, JHEM, ISIS, DGA, AppCore and ApplyYourself.
- Knowledge of JHU policies and procedures.
Minimum Qualifications
- High School Diploma or graduation equivalent.
- Five years progressively responsible administrative experience.
- Additional education may substitute for required experience, to the extent permitted by the JHU equivalency formula.
Classified Title: Sr. Administrative Coordinator
Role/Level/Range: ATO 37.5/03/OF
Starting Salary Range: $20.40-$28.00-$35.70 HRLY (Commensurate with experience)
Employee group: Full Time
Schedule: M-F/ 8:30am - 5:00pm
Exempt Status: Non-Exempt
Location: Hybrid/Homewood Campus
Department name: Classics
Personnel area: School of Arts & Sciences
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.
The Johns Hopkins University values diversity, equity and inclusion and advances these through our key strategic framework, the JHU Roadmap on Diversity and Inclusion.
Equal Opportunity Employer
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.
EEO is the Law
Learn more:
https://www.eeoc.gov/sites/default/files/migrated_files/employers/poster_screen_reader_optimized.pdf
Accommodation Information
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 jhurecruitment@jhu.edu. 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.
Johns Hopkins has mandated COVID-19 and influenza vaccines, as applicable. Exceptions to the COVID and flu vaccine requirements may be provided to individuals for religious beliefs or medical reasons. Requests for an exception must be submitted to the JHU vaccination registry. For additional information, applicants for SOM positions should visit https://www.hopkinsmedicine.org/coronavirus/covid-19-vaccine/ and all other JHU applicants should visit https://covidinfo.jhu.edu/health-safety/covid-vaccination-information/.
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.
Note: Job Postings are updated daily and remain online until filled.
