Job description

We are seeking a Senior Administrative Coordinator who will communicate and interact effectively with the senior leadership of the university and their respective staff. He/she must be highly proactive and demonstrate the ability to work independently. The successful candidate will be able to prioritize effectively, take an energetic approach to work assignments and take initiative in anticipating the needs of the staff. As a professional representative, the candidate must be committed to responsiveness, customer service, excellence and teamwork. The Senior Administrative Coordinator will deal regularly with highly sensitive, privileged and confidential subject matter. This position requires discretion and exercising considered judgement in all conversations, handling of materials, etc. They will provide Administrative Support to: Johnnie Watson, AVP & Deputy Treasurer & team; Sasha Hudson, AVP Planning & Budgeting & team; Yaacov Rubin, Executive Director Finance & team.

Specific Duties & Responsibilities

Administrative Support (75%)

Schedule appointments and manage complex calendars for Treasurer, Director and Managers in the departments of Treasury, Planning & Budgeting, and University Administration Finance. Identify schedule conflicts and resolve in a timely manner.
Schedule conference rooms, order refreshments, print materials, and prepare binders/packages for meetings as needed.
Coordinate committees, including scheduling, invitations, reminders, and meeting logistics. Maintain attendance lists, committee rosters and contact sheets. Prepare and distribute materials for meetings as needed.
Make flight, hotel and transportation arrangements for out of town meetings and conferences. Prepare itinerary and confirm all arrangements to minimize potential travel issues. Follow-up to ensure timely processing of travel and expense reimbursement.
Process registration for conferences; transportation and itineraries; process travel reimbursements using SAP. Register staff for special events, training and webcasts.
Handle highly confidential information with an appropriate level of discretion.

Other Responsibilities (25%)

Coordinate personnel records for Treasury, Cash Accounting, University Administration, and Planning & Budgeting. Process ISRs for new hires, salary increases, terminations, overtime, deductions, LOA, personal data change, special check requests, etc. Maintain confidential and sensitive information regarding payroll information for all employees.
Process HR forms including FMLA letters for staff going out on medical leave, ISRs for Short Term Disability relating to FMLA. Also update E210 to reflect FMLA and STD status.
Process in SAP non-travel reimbursements, timesheets for casual employees, invoices, shopping carts, ZSRs for SAP position maintenance, etc.
Sort and distribute incoming interdepartmental and outside mail for responsible departments. Prepare letters and packages for mailing or courier/FedEx shipments.
Review JHED Notifications to update or remove employees JHED IDs.
Contact Transwestern regarding new hires access to the building and parking, notification of employee terminations, and building/maintenance issues [using the on-line Tenants Services Request System]. (As needed)
Provide backup support for Finance administrative coordinators when they are out of the office on vacation or sick leave. (As needed)
Perform other clerical duties as requested.

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

Classified Title: Sr. Administrative Coordinator
Role/Level/Range: ATO 37.5/03/OF
Starting Salary Range: $20.40 - $28.00 - $35.70 hourly (commensurate with experience)
Employee group: Full Time
Schedule: Monday - Friday, 8:30am - 5:00pm
Exempt Status: Non-Exempt
Location: JH at Keswick (Hybrid)
Department name: Treasurer
Personnel area: University Administration

Total Rewards
The referenced salary range is based on Johns Hopkins University's good faith belief at the time of posting. Actual compensation may vary based on factors such as geographic location, work experience, market conditions, education/training and skill level. Johns Hopkins offers a total rewards package that supports our employees' health, life, career and retirement. More information can be found here: https://hr.jhu.edu/benefits-worklife/

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.

The Johns Hopkins University values diversity, equity and inclusion and advances these through our key strategic framework, the JHU Roadmap on Diversity and Inclusion .

Equal Opportunity Employer

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.

EEO is the Law

Learn more:
https://www.eeoc.gov/sites/default/files/migrated_files/employers/poster_screen_reader_optimized.pdf

Accommodation Information

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 Talent Acquisition Office at jhurecruitment@jhu.edu . For TTY users, call via Maryland Relay or dial 711. For more information about workplace accommodations or accessibility at Johns Hopkins University, please visit accessibility.jhu.edu .

Johns Hopkins has mandated COVID-19 and influenza vaccines, as applicable. Exceptions to the COVID and flu vaccine requirements may be provided to individuals for religious beliefs or medical reasons. Requests for an exception must be submitted to the JHU vaccination registry. For additional information, applicants for SOM positions should visit https://www.hopkinsmedicine.org/coronavirus/covid-19-vaccine/ and all other JHU applicants should visit https://covidinfo.jhu.edu/health-safety/covid-vaccination-information/ .

The following additional provisions may apply, depending on campus. Your recruiter will advise accordingly.

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.

Note: Job Postings are updated daily and remain online until filled.

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