The Department of Comparative Thought and Literature (CTL) seeks a Sr. Administrative Coordinator who will participate in every detail of the strategic and tactical planning, development, and implementation of all of CTL's current and future activities. Additionally, this single department staff position coordinates the administrative, programmatic, and fiscal support for CTL. Reporting directly to the CTL Department Chair, this position is responsible for the department budgets, payroll, purchasing, records management, and other departmental activities.
Specific Duties & Responsibilities:
Oversee the general and academic administration of the department
Provide New Student projection (5 years)
Lecture, event, and course scheduling coordination
Act as a resource for faculty, staff, students and the Chair
Assist with preparation and management of annual department budgets
Review budget requests for Chair's approval; monthly reconciliation and reporting of all budgets
Establish and update academic program administration policy and procedures as related to CTL, ensuring compliance with university and school requirement and standards
Attend appropriate administrative, academic, and budget related meetings
Coordinate course submissions and updates
Coordinate catalog updates
Assists Registrar's office in ensuring appropriate graduate and undergraduate student registrations
Coordinate DGA (departmental graduate aid) submission and updates, working with Student Accounts
Coordinate and process all payroll activities and honoraria for the department (20+ faculty, visiting faculty, postdoctoral fellows, graduate and undergraduate students, and visiting lecturers)
Initiate all ISR transactions in SAP for hiring and payroll, reimbursement request; submit payment/check requests
Interact with KSAS business office on appointment and unusual faculty matters: timely reply and submission of documents related to faculty and post-doctoral fellow appointments and updates
Arrange for office space/use, office computers and related equipment, telephones, J-Card and library access, and administrative needs for faculty, visitors, staff, and students
Submit all travel reimbursement and online payment requests, non-payroll cost transfer, and purchasing/shopping cart transactions
Monitor and coordinates all departmental facilities management needs and requests (HVAC, carpentry, electrical, paint-shop, lock-shop, and others as necessary)
Prepare appointment letters for chair's approval or revision, including: JHU faculty, Annual Associate faculty, Post-doctoral fellows, Visiting Lecturers and Visiting Scholars
Coordinate and process (re)appointments requests for non-tenure-track appointees
Handle all payroll related matters and travel and lodging scheduling and reimbursements for appointments and visitors
Submit related appointment letters/ forms to the KSAS Dean's Office
Complete and submit visa paperwork as necessary for international visitors and students
Coordinate all administrative aspects of faculty searches:
Place advertisements in professional publications
Coordinate the distribution (or electronic access to) dossiers to search committee
Coordinate all logistics for on-campus visit by short-list candidates
Coordinate ad-hoc committee needs
Work with candidate of choice during hiring process regarding relocating and onboarding
Assist with CTL annual faculty appointment process: ensure timely and corresponding appointment request submission and related payroll actions submitted in SAP.
Coordinate and assist faculty with department and international conferences
Coordinate all aspects of the department's graduate student admission
Prepare list and spreadsheet of graduate student applicants
Coordinate meeting room scheduling
Minimum Qualifications (Mandatory):
High school diploma/G.E.D.
5 years of progressively responsible administrative experience.
Additional education may substitute for required experience, to the extent permitted by the JHU equivalency formula.
Bachelor's degree preferred.
Special Knowledge, Skills, and Abilities:
Must have knowledge of school policies and procedures and a familiarity with many other departments within the school that either require data or provide support for academic departments.
Requires working knowledge of and proficiency in university systems and transaction processing (SAP, Analysis, SIS, etc.); including academic, human resources, payroll, purchasing, accounts payable, procurement, reporting, budget tracking, and student information.
Must have working knowledge of computer hardware and various software programs including Microsoft Office, Excel, Access, Outlook, etc.
Must be able to use sound judgment in making decisions based on analysis of precedents, practices, and previous experience in the resolution of problems.
Must be able to work independently without direction and multi-task to meet deadlines while maintaining professionalism and confidentiality as necessary.
Requires excellent oral, written and interpersonal communication skills.
Able to lift 20 pounds (such as a box of copy paper/office supplies)
Classified Title: Sr. Administrative Coordinator Role/Level/Range: ATO 37.5/03/OF Starting Salary Range: $19.82 - $27.27/hr (commensurate with experience) Employee group: Full Time Schedule: M-F, 8:30 a.m. to 5 p.m. Exempt Status: Non-Exempt Location: Homewood Campus Department name: Dept of Comparative Thought & Literature Personnel area: School of Arts & Sciences
The successful candidate(s) for this position will be subject to a pre-employment background check.
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