The Administrative Coordinator is responsible for providing administrative and office support to the Office of Academic Affairs and will be assigned initially to support the Language Studies Program, reporting to the Director of the Language Studies Program.
With minimal supervision, the administrative coordinator will oversee key administrative functions in a higher education setting. The 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 and flexible.
Oversee key administrative functions
Develop and maintain an effective information management system, including both paper and electronic files
Process payments for vendors and contractors
Process travel reimbursements
Monitor budgets to ensure compliance; work with stakeholders to resolve issues if spending is out of compliance
Ensure the proper functioning of all office equipment and maintain office inventory
Review existing procedures and suggest new administrative procedures, as needed
Supervise student workers, as needed
Serve as administrative liaison between the various programs within the Office of Academic Affairs (Language Studies Program) and other university units
Administer information on the external website and internal portal to ensure accuracy and necessary updates
Review and edit documents for readability, formatting and grammar
Respond to all relevant inquiries and disseminate appropriate information to internal and external audiences
Manage meeting scheduling and room reservations; provide event support, including managing catering orders, virtual teleconferencing, note-taking, and other tasks
Manage book order and syllabi requests
Support faculty/adjuncts with general administrative tasks
Assist on special projects that require significant administrative support
Informally advise students and refer them to appropriate points of contact
General office management and organization
Assist the Office of the Registrar in collecting information to schedule language classes each semester; proactively resolve potential scheduling conflicts.
Collect information to process part-time faculty payments in a timely manner
Assist the Language Studies faculty in scheduling and tracking placement and proficiency exams at the beginning and end of each semester
Manage the hiring, scheduling, and payment for Writing Center tutors
Other relevant duties as assigned
High School Diploma/GED.
Three years office/clerical experience required.
Additional education may substitute for required experience, to the extent permitted by the JHU equivalency formula.
Bachelor’s degree preferred.
Proficiency in business software systems such as SAP and Concur is strongly preferred.
Classified Title: Administrative Coordinator
Starting Salary Range: $18.58 - $32.50 per hour
Employee Group: Full-Time
Employee Subgroup: Non- Exempt
Position Type: Direct Replacement
Schedule(hours/days): 37.5 hours/M-F
Position Location: Dupont Circle, Washington DC 20036
Personnel Area (School): JHU SAIS
Department Name: Language Studies Program
Reports to (Job Title): Director of Language Studies
Internal Number: 26616-en_US
About Johns Hopkins University
Johns Hopkins University remains committed to its founding principle, that education for all students should be grounded in exploration and discovery. Hopkins students are challenged not just to learn but also to advance learning itself. Critical thinking, problem solving, creativity, and entrepreneurship are all encouraged and nourished in this unique educational environment. After more than 130 years, Johns Hopkins remains a world leader in both teaching and research. Faculty members and their research colleagues at the university's Applied Physics Laboratory have each year since 1979 won Johns Hopkins more federal research and development funding than any other university. The university has nine academic divisions and campuses throughout the Baltimore-Washington area. The Krieger School of Arts and Sciences, the Whiting School of Engineering, the School of Education and the Carey Business School are based at the Homewood campus in northern Baltimore. The schools of Medicine, Public Health, and Nursing share a campus in east Baltimore with The Johns Hopkins Hospital. The Peabody Institute, a leading professional school of music, is located on Mount Vernon Place in downtown Bal...timore. The Paul H. Nitze School of Advanced International Studies is located in Washington's Dupont Circle area.