The Administrative Coordinator is responsible for providing administrative and office support to the Office of Academic Affairs and will be assigned initially to support the Language Studies Program, reporting to the Director of the Language Studies Program.
With minimal supervision, the administrative coordinator will oversee key administrative functions in a higher education setting. The administrative coordinator must be able to work in a demanding, fast-paced, and collaborative work environment. This position requires the ability to multi-task, prioritize, and be proactive and flexible.
Specific Duties & Responsibilities
Oversee key administrative functions
Develop and maintain an effective information management system, including both paper and electronic files
Process payments for vendors and contractors
Process travel reimbursements
Monitor budgets to ensure compliance; work with stakeholders to resolve issues if spending is out of compliance
Ensure the proper functioning of all office equipment and maintain office inventory
Review existing procedures and suggest new administrative procedures, as needed
Supervise student workers, as needed
Serve as administrative liaison between the various programs within the Office of Academic Affairs (Language Studies Program) and other university units
Administer information on the external website and internal portal to ensure accuracy and necessary updates
Review and edit documents for readability, formatting and grammar
Respond to all relevant inquiries and disseminate appropriate information to internal and external audiences
Manage meeting scheduling and room reservations; provide event support, including managing catering orders, virtual teleconferencing, note-taking, and other tasks
Manage book order and syllabi requests
Support faculty/adjuncts with general administrative tasks
Assist on special projects that require significant administrative support
Informally advise students and refer them to appropriate points of contact
General office management and organization
Assist the Office of the Registrar in collecting information to schedule language classes each semester; proactively resolve potential scheduling conflicts.
Collect information to process part-time faculty payments in a timely manner
Assist the Language Studies faculty in scheduling and tracking placement and proficiency exams at the beginning and end of each semester
Manage the hiring, scheduling, and payment for Writing Center tutors
Other relevant duties as assigned
Minimum Qualifications (Required)
High School Diploma/GED
Three (3) years related 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 preferred.
Proficiency in business software systems such as SAP and Concur is strongly preferred.
Classified Title: Administrative Coordinator Working Title: Administrative Coordinator Role/Level/Range: ATO 37.5/02/OE Starting Hourly Pay Rate Range: $17.42 - $30.47 /Commensurate with Experience Employee group: Full Time Schedule: Monday - Friday/ 37.50 hrs per week Exempt Status: Non-Exempt Location: 01-DC:District of Columbia Department name: 10000919-Language Studies Personnel area: SAIS
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 HR Business Services Office at firstname.lastname@example.org. For TTY users, call via Maryland Relay or dial 711.
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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