As part of a broad initiative to support talented and motivated first-generation and/or limited-income (FLI) students, the Success Coaching Program in Academic Advising (SCAA) was established at Johns Hopkins University in 2019. The SCAA team comprises a team of Academic Advisors/Success Coaches (AA/SCs) and Triage Specialists. AA/SCs assist students with all academic advising-related duties and provide each student with success coaching tailored to their academic and professional interests, as well as their overall well-being. Triage Specialist(s) support the retention and academic persistence of high-priority FLI students in SCAA by tracking and resolving pending student service-related inquiries, referrals, and processes. As a point of contact between the student, the student's AA/SC, and in collaboration with student service-related offices.
SCAA seeks a creative, energetic, and entrepreneurial
Senior Administrative Coordinato r to provide administrative and budgetary support for SCAA. Reporting to the Senior Director
of Success Coaching and Advising, this position will perform a wide range of duties and administrative tasks necessary for the smooth operation of the program. Some evenings and weekends may be required. The position is currently hybrid, requiring 3 days in the office and 2 days working from home.
Primary Responsibilities Administrative (70%)
- Manage the Senior Director's schedule and calendar and set up meetings.
- Prepare the Senior Director for meetings by confirming meeting details.
- Assist Senior Director with all permissible staff search and HR-related processes.
- Provide administrative support to SCAA Project Teams as needed, under the supervision of the Senior Director.
- Manage the scheduling of shared meeting rooms.
- Initiate the posting of job descriptions, support search processes (including scheduling and coordinating interviews), and complete ISRs and other relevant processing for hiring staff. Maintain up-to-date knowledge of the OMT and TimeSheetX systems.
- Prepare for the onboarding of new staff members, including equipment and IT, and participate in the onboarding process for new employees joining the SCAA team.
- Coordinate travel for SCAA staff, students, and outside constituents as needed.
- Assist with student recruitment for SCAA.
- Perform various office management tasks, including ordering office supplies, communicating with students, scheduling appointments, reserving space, and managing calendars.
- Manages program operational logistics, including IT and system setup/access.
- Initiate the administrative process for hiring students and staff. Complete ISRs and other relevant processing documents for hiring students and staff.
- Assist with and participate in SCAA staff onboarding and training.
- Manage advisor reassignments and cohort assignments.
- Be proactive in identifying and resolving scheduling conflicts.
- Maintain general file management system for Senior Director and SCAA, including both paper and electronic files.
- Communicate effectively and maintain positive, courteous, supportive, and professional working relationships with all levels of contacts.
- Manage and maintain office IT equipment.
- Work as needed with maintenance, housekeeping, telecommunications, and IT.
- Attend meetings as needed.
- Other projects and duties as assigned.
Budgetary Support (20%)
- Manage budget accounts related to the SCAA portfolio by tracking expenditures, reconciliations, and reimbursements; allocating payments and cost transfers; and monitoring budget discrepancies within the university's finance software.
- Coordinate with the Budget Analyst to manage quarterly and annual budget reporting.
- Process transactions within the SAP system relative to expenses and accounts payable.
- Maintain up-to-date knowledge of all aspects of SAP, including budget and finance software.
- Receive training as necessary to stay current with software updates and changes, including SAP and other relevant software.
- Review, track, and reconcile monthly P-Card expenses.
- Communicate regularly with the Budget Analyst to troubleshoot any budgetary inquiries.
- Participate in the annual processes of fiscal year close and budget planning.
- Maintain the program and order necessary supplies and resources as needed.
- Design and maintain budget tracking and filing systems for accounts.
- Review, track, and reconcile monthly Purchase Card expenses and reports for SCAA staff and program.
- Develop and disseminate monthly and quarterly budget reports for the Senior Director.
- Close out budgets and prepare year-end budget reports.
- Create detailed budget reports to identify spending trends as requested. Prepare annual budgets.
- Communicate regularly with Homewood Student Affairs budget and university accounting staff, as well as vendors, to troubleshoot and solve problems
- Attend monthly Admin Finance meetings.
- Process vendor contracts and payments consistent with university policies.
- Process payroll for full-time employees and students, including expenses and/or stipends.
Event Planning (10%)
- Assist SCAA staff with coordinating logistical arrangements for SCAA events, including staff retreats, programming, and peer academic advising (e.g., invitations, room reservations, catering orders, etc.).
- Assist the Senior Director with staff meetings, training coordination, and agenda preparation.
- Serve as the primary point of contact for peer advisors to troubleshoot stipend concerns, training logistics, and other issues as needed.
- Collaborate with other CSS coordinators and Office of Academic Advising coordinators to coordinate logistics for joint, collaborative, and program-specific activities and events (e.g., faculty dinners, workshops, retreats, field trips, etiquette dinners) during the academic year.
- Establish connections with campus partners and offices responsible for providing event support services.
Special Knowledge, Skills, & Abilities - Ability to navigate a sizeable decentralized campus environment and establish positive connections with collaborative partners as well as FLI and non-FLI students from culturally diverse backgrounds.
- Ability to work in a cross-cultural environment.
- Timely responsiveness and the ability to meet deadlines and prioritize tasks.
- An understanding of the needs of first-generation, low-income students and individuals from diverse backgrounds, as well as a commitment to diversity in higher education, is critical for the position. Creativity, flexibility, and ability to engage students from marginalized populations.
- Ability to manage and prioritize multiple projects, including strong troubleshooting and problem-solving skills, as well as the ability to make administrative and procedural decisions and judgments.
- Ability to communicate verbally and in writing.
- Budget management skills.
- Strong time management and organizational skills, keen attention to detail. Ability to meet deadlines.
- Ability to work as part of a team in a fast-paced environment.
- Ability to work independently and exercise discretion and sound judgment in making independent decisions
- Ability to maintain confidentiality and demonstrate professionalism.
- Flexibility to occasionally work outside of regular business hours and some weekends as required.
- The successful candidate must also demonstrate initiative, independent judgment, and "tech-savvy-ness" with proficiency using MS Office, social media, and other marketing techniques.
Minimum Qualifications- 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
Preferred Qualifications- Bachelor's degree.
- Five or more years of experience in administrative support, budgetary management, and customer service.
- Prior experience working with SAP and other financial and human resource management programs, as well as Qualtrics and Microsoft Forms, is preferred.
- Professional experience planning events and working with first-generation, limited-income (FLI) individuals with varied backgrounds at a highly selective college or university is preferred.
Classified Title: Sr. Administrative Coordinator
Job Posting Title (Working Title): Senior Administrative Coordinator
Role/Level/Range: ATO 37.5/03/OF
Starting Salary Range: $21.25 - $36.90 HRLY (Commensurate w/exp.)
Employee group: Full Time
Schedule: 8:30am-5pm, Mon-Friday. 3 days in person; 2 days remote. Some weekend and/or evening work may be required
FLSA Status: Non-Exempt
Location: Hybrid/Homewood Campus
Department name: Center for Student Success
Personnel area: University Student Services
Total Rewards The referenced base salary range represents the low and high end of Johns Hopkins University's salary range for this position. Not all candidates will be eligible for the upper end of the salary range. Exact salary will ultimately depend on multiple factors, which may include the successful candidate's geographic location, skills, work experience, market conditions, education/training and other qualifications . click apply for full job details