Johns Hopkins University Looking for Sr. Administrative Coordinator, GELL – Lifelong Learning Full Time

We are seeking a Sr Administrative Coordinator, GEL – Lifelong Learning who will provide multifaceted administrative and logistical support to the Graduate Education and Lifelong Learning (GELL) Office in the Whiting School of Engineering Dean’s Office, serving as the primary support for the Assistant Dean of Pre-Collegiate Programs and the Associate Dean of Lifelong Learning. This position will also be a member of the WSE Dean’s Office administrative staff team, which is charged with ensuring consistent support across the Dean’s Office in addition to primary support duties.

Specific Duties & Responsibilities

• Maintain the calendars for the Assistant Dean of Pre-Collegiate Programs and the Associate Dean of Lifelong Learning.
• Schedule appointments and meetings with faculty, students, staff, and others across the university.
• Prepare agendas and materials for meetings.
• Draft and prepare office communications for signature and delivery.
• Proofread and edit confidential and sensitive information.
• Make content updates to websites as needed.
• Provide administrative and logistical support as needed.
• Assist in the coordination of special events and meetings, including scheduling meeting rooms/venues/conference rooms, securing catering, and making travel arrangements.
• Process purchase orders, travel reimbursements, coded invoices, and check requests.
• Setup and management of POS (goods receipts, submitting invoices, balance, assistance with issue resolution and closing).
• Request billings and submit invoices (check requests)
• Submit job descriptions to SuccessFactors via OMT and ISR.
• Enter casual and limited staff employee hours.
• Submit ISRs and other tasks associated with hiring summer instructional staff.
• Provide monthly CC and IO reports and answer questions/resolving related issues.
• Reconcile the Touch Net account.
• Provide backup assistance with Concur and Timesheet X.
• Process payroll and non-payroll cost transfers as necessary.
• Process student application fee refunds.
• Maintain cost centers and IOs.
• Assist hiring manager with maintenance of WSE PCP positions in HR Master Data.
• Order and maintain office supply inventory for Lifelong Learning.
• Maintain GELL-LL listservs and directories as needed.
• Provide administrative and logistical support for special projects as needed.
• Other duties as assigned.

Special Knowledge, Skills & Abilities

• Knowledge of the formal and informal JHU and WSE goals, standards, policies, and procedures, including some knowledge of other departments within the school.
• High level of proficiency in computer skills including Microsoft Word, Excel, Outlook, and other software programs.
• Excellent written and verbal communication skills.
• Must be detail-oriented and well-organized and able to manage time effectively.
• Demonstrated ability to coordinate and prioritize multiple and/or overlapping assignments.
• Must have a demonstrated ability to maintain confidentiality of information.

Physical Requirements

• General office setting with the occasional need to stand for long periods of time when participating in events.

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.

* 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.

Preferred Qualifications

• Some college preferred.
• Experience working in a higher education.
• Experience working with financial tasks.
• Related experience, Work in academic settings with diverse student populations in terms of race, ethnicity, country of origin, etc.

Classified Title: Sr. Administrative Coordinator
Job Posting Title (Working Title): Sr. Administrative Coordinator, GELL – Lifelong Learning
Role/Level/Range: ATO 37.5/03/OF
Starting Salary Range: Min $21.00 – Max $36.50 HRLY ($60,000 targeted; Commensurate with experience)
Employee group: Full Time
Schedule: 37.5 hrs/wk, M-F
Exempt Status: Non-Exempt
Location: Hybrid/Homewood Campus
Department name: Academic Affairs Grad
Personnel area: Whiting School of Engineering

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.

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 [email protected]. 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. The COVID-19 vaccine does not apply to positions located in the State of Florida. 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.

Facility
Hybrid

Personnel Area
Whiting School of Engineering