Senior Administrative Coordinator 117653

As part of a broad initiative to support talented and motivated firstgeneration and/or limitedincome (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 advisingrelated duties and provide each student with success coaching tailored to their academic and professional interests as well as their overall wellbeing. Triage Specialist(s) support the retention and academic persistence of highpriority FLI students in SCAA by tracking and resolving pending student servicerelated inquiries referrals and processes. As a point of contact between the student the students AA/SC and in collaboration with student servicerelated offices.

SCAA seeks a creative energetic and entrepreneurial Senior Administrative Coordinator 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.

Specific Duties & Responsibilities

Administrative 70

• Manage the Senior Directors 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 HRrelated 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 uptodate 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 universitys 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 uptodate 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 PCard 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 yearend 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 fulltime 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 programspecific 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 nonFLI students from culturally diverse backgrounds.
• Ability to work in a crosscultural environment.
• Timely responsiveness and the ability to meet deadlines and prioritize tasks.
• An understanding of the needs of firstgeneration lowincome 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 problemsolving 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 fastpaced 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 techsavvyness with proficiency using MS Office social media and other marketing techniques.

• High School Diploma or graduation equivalent.
• Five years progressively responsible administrative experience.
• Additional education may substitute for required experience and additional related experience may substitute for required education beyond HS Diploma/Graduation Equivalent to the extent permitted by the JHU equivalency formula.

• Bachelors 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 firstgeneration 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: 8:30am5pm MonFriday. 3 days in person; 2 days remote. Some weekend and/or evening work may be required
FLSA Status:NonExempt
Location:Hybrid/Homewood Campus
Department name: Center for Student Success
Personnel area: University Student Services