The administrative coordinator provides a high level of administrative support for the Office of the Vice Provost for Student Affairs (VPSA), specifically supporting the Chief of Staff to the Vice Provost. This position will also play a role in providing back-up support to areas across the division where temporary supplemental administrative support is needed; this includes serving as administrative and customer service back-up to the consolidated Student Services Center.
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. The administrative coordinator will deal regularly with sensitive and confidential information and must exercise the utmost professionalism and discretion at all times.
Provide scheduling and administrative support to the Chief of Staff to the VPSA. Assist them in preparing for meetings, appointments, and events and organize meetings as required. Be proactive in identifying and resolving scheduling conflicts.
Provide back-up to the executive assistant and other administrative coordinators where additional or supplemental administrative support is needed. This includes the Communications team that supports Student Affairs and Student Health and Well-Being.
Provide back-up administrative and customer service support to the consolidated Student Services Center.
Maintain up-to-date knowledge of all aspects of SAP (budget and finance software) that apply to the Chief of Staff. Receive training as necessary to keep abreast of changes and updating of software, including SAP and other software as necessary.
May assist with planning, organizing and managing events.
Process transactions within the SAP system relative to expenses and accounts payable.
Provide the Chief of Staff with a monthly accounting for the budgets as well as use of the purchasing card.
Prepare expense reports.
Collaborate with executive assistant to the vice provost for student affairs and the other administrative coordinators in the office to maintain file management system for the office including both paper and electronic files.
Coordinate travel and itineraries. Prepare travel and accommodation arrangements.
Monitor, triage and direct emails and calls that come into the Student Affairs mailbox.
Maintain various departmental listservs; managing and updating memberships as needed on a monthly basis.
Communicate effectively and maintain positive, courteous, supportive, and professional working relationships with all levels of contacts.
Contribute to the customer service-oriented atmosphere within the division to assist other functional areas when needed or requested. This includes a high-touch customer service experience for students when supporting the Student Services Center.
Education and Experience:
High School Diploma/GED and three years related experience required.
Bachelor's degree and five + years' experience preferred.
Experience in higher education or an executive level office is preferred.
Additional education may substitute for 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.
Special Knowledge, Skills and Abilities:
Must be well-organized and have good time management skills as well as excellent communication and interpersonal skills.
Ability to multi-task in a fast-paced environment and remain focused.
Excellent customer service skills.
Ability to work independently and use discretion and sound judgment in independent decision-making.
Ability to maintain confidentiality and demonstrate professionalism.
Classified Title: Administrative Coordinator Working Title: Administrative Coordinator Role/Level/Range: ATO 37.5/02/OE Starting Salary Range: $17.42 - $23.95 p/h, commensurate with experience Employee group: Full Time Schedule: Mon-Fri 8:30-5 Exempt Status: Non-Exempt Location: 01-MD:Homewood Campus Department name: 60009251-Student Affairs Personnel area: Homewood Student Affairs
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 email@example.com. 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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