Administrative Coordinator - EP

General Summary/Purpose

The Administrative Coordinator will provide administrative support to the Whiting School of Engineering, Engineering for Professionals, including documentation and onboarding of faculty and staff, transactions, and payroll and personnel records management.

Specific Duties & Responsibilities

HR Related (80%)

• Position will be responsible for coordinating with the EP hiring manager and KSAS/WSE Office of Human Resources on new hire and restructure job descriptions
• Assisting with ensuring proper documentation and onboarding of EP new hire employees/ adjunct faculty/ graders and lab assistants.  Conducting educational verification monitoring for EP degree compliance
• Request SAP roles and security roles as needed.
• Coordinate the release of semester appointment letters including adjunct faculty graders, independent studies, guest lecturers, developers and other appointments.
• Initiate payroll transactions on a daily/weekly basis, including but not limited to new hires, terminations, salary changes, position changes, reassignments, return from temp inactive status, and bonus supplements for EP staff members, students and instructors. Reconcile and Process APL payroll and facilities invoices.
• Manage and update the contacts’ list for EP staff, Program Chairs, Vice Chairs, Program Managers, Advisors and others.
• Maintain inventory of staff equipment.
• Other duties and projects as assigned.

Operations Related (20%)

• Editing EP policy, and communicating JHU, WSE, EP policies
• Documenting EP Finance and Operations Procedures 
• Title IX monitoring EP faculty/staff for compliance

• Performs regular desk audits on P-Card and other purchasing transactions.
• Other duties and projects 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.  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.

Preferred Qualifications

Bachelor’s degree in a related field.

• Three years of related administrative experience in HR and in an academic setting preferred.

Special Knowledge, Skills, and Abilities

• Knowledge of University financial policies, practices and procedures, and SAP experience is helpful.
• Strong verbal and written communication skills; with the ability to communicate effectively with a broad cross-section of clients.
• Must be collaborative with excellent interpersonal and customer service skills.
• Must be able to set and manage multiple priorities and respond quickly to changing needs and goals.
• Ability to work for long periods of time without direction, prioritize own work and work with flexibility on several tasks simultaneously in order to meet various concurrent deadlines.
• Ability to exercise administrative judgment and discretion and assume responsibility for consequences and results of actions.
• Ability to work effectively with faculty, staff, students, and administration within the University as well as external contacts.
• Exercise mature judgment, sensitivity, and diplomacy when dealing with all internal and external constituents.
• Excellent oral and written communication skills required.
• Work constructively as part of a team.
• Communicates effectively and maintains positive, courteous, supporting and professional working relationships. 
• Must have good customer service skills, be highly organized and proactive.
• Willing to work with internal and external contacts to coordinate and distribute information necessary to complete tasks involving multiple departments, staff members, and locations.

Classified Title: Administrative Coordinator 
Working Title: Administrative Coordinator - EP  ​​​​​
Role/Level/Range: ATO 37.5/02/OE 
Starting Pay Rate Range: $17.42 to $23.95 hrly /Commensurate with Experience
Employee group: Full Time 
Schedule: Monday - Friday, 9am to 5pm / 37.50 hrs per week 
Exempt Status: Non-Exempt  
Location: 01-MD:Homewood Campus 
Department name: 10001473-EP Personnel 
Personnel area: Whiting School of Engineering

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 protected]. 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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