We are seeking an Administrative Supervisor who is responsible for managing the administrative & financial processes for the Leadership, Engagement, and Experiential Development (LEED). The Administrative Supervisor will be part of an administrative team in the Leadership Engagement & Experiential Development (LEED) Office, a unit within the Department of Student Life. The LEED Office provides student organizational support, leadership development programming, large-scale and traditions programming, and services to enhance the campus life experience for students and others in the University community.
The Administrative Supervisor provides administrative support for the sr. director of LEED and administrative oversight for all administrative and budgetary functions for the LEED office. Specifically, this role will oversee approximately 1.8 million dollars for the operational budgets & financial transactions for the LEED office and over 250+ student organization accounts within the following categories: Student Government Association (SGA), University-wide student initiatives, Graduate Representatives Organization (GRO), Fraternity and Sorority Life (FSL), Lecture Series, and Programming Boards. The position reports to the sr. director of Leadership Engagement and Leadership Development and will have budget supervision support by the USS Financial Analyst.
Specific Duties & Responsibilities:
Budget & Administrative Management
Supervise two Budget Specialists (conduct annual reviews, develop staff, provide ongoing feedback and constructive criticism, prioritize and direct work efforts, provide guidance and direction and resolve conflicts, motivate for higher collaboration and performance, conduct interviews and assist with hiring staff, promote and model a culture of exceptional customer service).
Manage, forecast and reconcile operational accounts for LEED.
Partner with HSA leadership and finance staff to support fiscal policies and practices for Registered Student Organizations.
Assists LEED staff with managing and spending related to multiple Parents Fund accounts with USS Financial Analyst.
Provide up-to-date financial information to the sr. director regarding operating budgets.
Work with sr. director for submission of quarterly budget spending and projections.
Provide support for Campus traditions events, including procurement card purchases, invoice payments, shopping carts orders, and non-payroll cost transfers.
Serve as secondary for travel reimbursements for departmental staff via Concur as needed.
Serve as point of contact for all office equipment service requests.
Support student staff with answering the main office line and voicemail retrieval.
Manage all office-wide email accounts.
Serve as primary for the sr. director of LEED and secondary for the executive director of Student Engagement to manage calendars.
Participate and attend monthly Student Affairs Admin Meetings, sharing updates with LEED sr director and staff.
Conduct weekly or bi-weekly administrative staff meetings.
Provide administrative support for departmental, programming board, and student tradition events and programs.
Ensure an updated cell phone justification is on file for departmental cell phone holders.
Create and/or process SAP check requests for invoices in SAP and verify payments with vendors, including resolving non-payment issues.
Maintain accurate financial records to ensure financial compliance with university policies and procedures.
Support, and when necessary, process and track procurement documents from creation to close-out; follow-up and troubleshoot problems that may occur. Serve as contact for elevated questions regarding financial/compliance policy and procedures.
Serve as approver for various transactions (e.g. journal transfers, purchase orders, vendor setup, invoices, online check requests, travel and expense reimbursements, petty cash vouchers, non-payroll cost transfers, cash deposits ensuring deadlines are met).
Oversee the process with internal JHU offices to make sure internal order numbers are set up in a timely manner.
Oversee and monitor all necessary student organization budget information for progress reports.
Ensure budgets are reconciled, on a monthly and yearly basis, student group accounts with over 2,000 individual transactions and approximately $1 million in revenues/expenses.
Assists with the oversight and management of the financial module and monthly updates within CampusGroups (Hopkins Groups).
Handle matters and documents of a sensitive and confidential nature.
Compose job requisitions accurately and in a timely manner and initiate job posting process when directed.
Assist with recruitment and hiring process.
Ensure all new hires are properly listed in payroll and Outlook as well as new hire onboarding at department level (ID card, parking, phone/laptop set-up, etc.).
Process payroll/SAP ISRs for terminations, salary changes, employee reassignments, merit increases, bonuses, supplemental pay (OT) and other actions.
Primary liaison to staff regarding items related to payroll, taxes, and direct deposit as well as e210 and Employee Self-Service (ESS).
Facilitate communication and implementation of basic human resource policies and procedures as relevant to full-time and casual staff, including student workers and student payroll.
Student Support & Training
Advise undergraduate and graduate student organization leaders, in making effective budgetary decisions. Consult with student leaders on an ongoing basis to review accounts and answer related questions ensuring that group accounts operate within the allocated budget to ensure deficits are not incurred.
In collaboration with the associate director for Leadership and Development, assist in the selection, training, management, and evaluation of student workers specializing in financial transactions and processes within LEED.
Coordinate and facilitate financial transactions/procedures training sessions for undergraduate and graduate student organization leaders.
Train RSO leaders and advisors on proper submission of forms and documents for reimbursement to students and processing purchase requests.
Serve as co-advisor to the Executive Treasurer for the Student Government Association, the Finance Committee, and the Student Activities Commission (SAC) along with the sr. director of LEED. Maintain the SAC's policies and procedures in concert with student leaders.
Other duties as assigned.
Minimum Qualifications (Mandatory):
High School Diploma/GED.
Five years progressively responsible administrative experience required, preferably administrative or financial experience related to monetary or non-monetary resources of a department, center or unit.
Additional education may substitute for required experience, to the extent permitted by the JHU equivalency formula. Bachelor's Degree in Business, Finance, Account or related field.*
* 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 and Masters' Degree in Business, Finance, Accounting or related field.
Experience in an administrative management position within an academic or professional setting.
Administrative and leadership experience.
Experience supervising staff.
Special Knowledge, Skills or Abilities:
Experience with accounting software (SAP preferred) system and SAAS software management.
Skilled in managing budgets, spreadsheets and databases.
Strong analytical, problem-solving and accounting skills.
Excellent communication, organizational, and customer service, and interpersonal skills.
Experience working with accounting systems.
Ability to work in a fast-paced, student-oriented environment.
Demonstrated ability to use discretionary judgment and maintain confidentiality in working with financial and personnel information.
Ability to work with a variety of contacts (i.e. students, staff, faculty advisor, other University affiliates, venddors) and constituents.
Self-motivated individual with the ability to work independently.
Prior experience in a University setting preferred.
Classified Title: Administrative Supervisor Role/Level/Range: ATO 37.5/03/OF Starting Salary Range: Commensurate with experience Employee group: Full Time Schedule: M-F, 8:30 am - 5:00 pm Exempt Status: Exempt Location: Homewood Campus Department name: Student Leadership & Involvement Personnel area: University Student Services
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