The Administrative Coordinator is vital to the smooth and efficient functioning of the office. This position currently 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
The Administrative Coordinator will provide the primary administrative support for the areas listed above.The Administrative Coordinator reports to the Assistant Director for Systems and Technology.
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.
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/voicemail messages; respond or refer as appropriate; take minutes at staff meetings and other meetings upon request; 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, copier; update LCD screen outside office with weekly drop-in schedule and other announcements; update Blackboard organizations for faculty and students upon request; maintain current data for Business Continuity Planning activities; update quarterly operations calendars in cooperation with Assistant Dean. Manage reservation system for conference room.
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.
Financial Management perform all financial transactions for the office; Oversee the WSE Academic Affairs budget (including student organizations, MedHacks, Undergraduate 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, including Teaching Assistants for General Engineering course offerings; 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, including Teaching Assistants for General Engineering course offerings; order office supplies and equipment; Maintain university procurement card.
Student Employees 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.
Student Organizations 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; 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 advisors responsible for student organization oversight.
Event Support 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. Duties may include organizing catering or other vendors for events/programs.
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.
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.
Working knowledge of SAP strongly preferred.
Knowledge of JHU or other student information system preferred.
Knowledge of JHU administrative policies and procedures preferred.
Special Knowledge, Skills, and Abilities
Exceptional oral, written, and interpersonal communication skills.
Ability to work independently and research/gather information required to complete an assigned task or project
Strong proofreading skills.
Demonstrated organizational skills with proven ability to prioritize work in a busy environment with frequent interruptions.
Ability to work collaboratively and effectively as part of a team with faculty, staff, and students from a variety of diverse backgrounds.
Excellent computer literacy, word processing, and spreadsheet skills in MS Office, and proficiency virtual collaboration software (MS Teams, Zoom, for example).
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.
Classified Title: Administrative Coordinator Working Title: Administrative Coordinator Role/Level/Range: ATO 37.5/02/OE Starting Hourly Pay Rate Range: $17.42 to $23.95/ 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: 10001469-Academic Affairs Ugrad Personnel area: Whiting School of Engineering
The successful candidate(s) for this position will be subject to a pre-employment background check.
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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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