We are seeking a Sr. Administrative Coordinator. The Sr. 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 senior administrative coordinator will deal regularly with sensitive and confidential information and must exercise the utmost professionalism and discretion at all times. A valued member of the On-Campus Living team, the Sr. Administrative Coordinator will play a key role with the coordination of annual departmental processes, programs, and events that enhance residential life on campus.
Specific Duties & Responsibilities
Serve as the first point of contact for visitors, students, staff, faculty, and parents/families.
Triage and provide appropriate referrals for On-Campus Living issues.
Receive and respond to all incoming calls and visits at the Wolman On-Campus Living/Residential Life Office suite.
Provide administrative support to the Executive Director of On-Campus Living and the Residential Life central office staff; and programmatic support to the remaining professional staff members.
Streamline, organize and maintain all On-Campus Living policies, protocols and procedures.
Stay current with all processes and procedures of the Residential Life Office and other related departments to field inquiries and address parent/family and student inquiries.
Coordinate complex meetings, prepare and distribute meeting materials and agendas. Organize supporting materials for meetings. Take meeting minutes as requested.
Plan, write, edit and manage distribution of letters, memoranda, and other communications including PowerPoint documents.
Assist with departmental and divisional assessment measures (Residential Life Survey, Skyfactor EBI, and general programs).
Recruit, train, and supervise student Office Assistants.
Serve as a resource and representative of On-Campus Living/Residential Life at university-sponsored events and on department, division, or university committees.
Ensure the office operates with sustainable practices in mind per the recommendations of the Homewood Recycling and Office of Sustainability.
Human Resources and Fiscal Management
Responsible for assisting the Executive Director and the Director of Residential Life with the oversight and reconciliation of general operating budgets of over $500,000, including but not limited to: invoice tracking, payments, handling transactions with external vendors, and tracking and resolving budget discrepancies.
Track and reconcile Procurement Card expenses for Residential Life staff by allocating expenses against budgets and reviewing and researching receipt documentation. Also track and reconcile petty cash funds, reviewing hundreds of receipts a month to determine eligibility for reimbursement, and other processes deemed relevant.
Keep meticulous, filed, documentation around receipts, petty cash, J-Card usage, payout, travel, and reimbursements for reference and auditing purposes.
Responsible for advising the Residential Life team in responsible management of their allocated budgets.
Assist with creating and facilitating budget management and administrative task training for the Resident Advisors at various times of year (August training, mid-year hires, January training, etc).
Partner with the J-Card Services office to facilitate the J-Card Purchasing Card program in the Office of Residential Life, ensuring all usage receipts are cross-checked and managed appropriately.
Manage timesheets, process weekly student payroll in SAP, process new hire ISR's and employment records for Office Assistants and Resident Advisors, maintaining their personnel and payroll files.
Review and prepare travel arrangements, travel advances and reimbursements for Residential Life staff and prospective job candidates.
Manage confidential Human Resources information for the department including payroll, tax forms, travel, and personnel records.
Maintain office equipment leases and prepare purchase requests for office supplies.
Publications, Social Media, and Website Maintenance
Update all rosters, student employment forms, and publications to reflect the current professional and student staff.
Utilize knowledge of website design, including interactive web features, video, audio, and flash components to bring the Residential Life website in line with University communication standards and themes.
Responsible for ongoing development, maintenance, and evaluation of the departmental website, ensuring compliance with University branding and standards; assure all posted information is current and accurate and that all links function properly.
Remain current with web-based technologies, university systems, and make suggestions and improvements based on researched best practices.
Produce highly polished marketing materials, including but not limited to: flyers, banners, calendars, and brochures utilizing design software (i.e. Photoshop, Illustrator, Publisher, Photoshop, or other similar software packages).
Coordinate the ordering of marketing and promotional material production, from design to execution.
Assist with creation or coordination of documents, data, reports, or presentations for the Executive Director and Residential Life central office staff as requested.
Serve as a resource for Resident Advisors and campus partners to help increase student engagement and enhance the undergraduate experience.
Other duties and special projects as assigned.
Special Knowledge Skills & Abilities
Excellent oral and written communication skills.
Strong organization skills.
Ability to work effectively with a diverse population.
Ability to interact with students, staff, parents and administrators at all levels.
Ability to create marketing materials, brochures, correspondence, and reports.
Work with and reconcile financial accounts.
Analyze and evaluate operations and develop and implement corrective action to resolve problems.
Communicate effectively, both verbally and in writing.
Ability to effectively handle multiple tasks, prioritize directives from several different sources, complete projects within given time frame, and
Ability to organize daily workload according to new and developing situations.
Ability to establish and maintain effective working relationships with teams, other university staff, students, and the general public
Proficiency in Microsoft Office, Excel, Graphic and Web design.
Experience with Adobe CS (Illustrator, InDesign, Photoshop), Canva, etc. and an aptitude with technology with the ability to learn new programs quickly.
High School Diploma or graduation equivalent.
Five years progressively responsible administrative experience.
Additional education may substitute for required experience, to the extent permitted by the JHU equivalency formula.
Prior budget experience is required.
Ability to attend to detail, and proficiency with MS Office; shared data base systems; and publication software programs are essential for this position.
Bachelor's Degree strongly preferred.
5 years of experience with complex, highly confidential student related issues, exceptional interpersonal skills, proven ability to work in a fast paced, challenging environment, and operate fluidly with all levels of University Administration.
Previous experience in a college environment preferred.
Classified Title: Sr. Administrative Coordinator Role/Level/Range: ATO 37.5/03/OF Starting Salary Range: $20.40 - 28.00/hr (Commensurate with experience) Employee group: Full Time Schedule: M - F 8:30am - 5pm Exempt Status: Non-Exempt Location: Homewood Campus Department name: Community Living Operations Personnel area: University Student Services
Please refer to the job description above to see which forms of equivalency are permitted for this position. If permitted, equivalencies will follow these guidelines:
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.
**Applicants who do not meet the posted requirements but are completing their final academic semester/quarter will be considered eligible for employment and may be asked to provide additional information confirming their academic completion date.
The successful candidate(s) for this position will be subject to a pre-employment background check. Johns Hopkins is committed to hiring individuals with a justice-involved background, consistent with applicable policies and current practice. A prior criminal history does not automatically preclude candidates from employment at Johns Hopkins University. In accordance with applicable law, the university will review, on an individual basis, the date of a candidate's conviction, the nature of the conviction and how the conviction relates to an essential job-related qualification or function.
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