We are seeking an Administrative Coordinator who will perform a range of critical and detail-oriented administrative tasks in support of several interdisciplinary programs in the Krieger School of Arts and Sciences. This position works closely with the Administrative Manager to ensure efficient daily operations for the programs in areas such as financial administration, event planning, and general administrative support. This position is responsible for critical data entry and recordkeeping and must be able to prioritize multiple projects and deadlines.

This position requires being on-site Monday through Friday, 8:30 am – 5:00 pm but may be considered for a transition to a hybrid modality depending on programmatic needs and/or University operations. If the hybrid modality is approved, the exact onsite schedule will be determined based on the needs of each program and the direction and mutual agreement with the Administrative Manager. Late afternoon or evening hours may rarely be required, depending on events or other programming.

*All new employees, including hybrid and local remote employees, are expected to attend in-person orientation. Travel is considered local if you are within a 50-mile radius of the standard office location or permanent home location. *

Specific Duties & Responsibilities

Financial and Procurement Transactions

• Independently review a high volume of employee and non-employee travel and non-travel business expense reimbursement requests for appropriateness and completeness.

• Initiate appropriate reimbursement transactions or wire transfer requests with particular attention to accuracy in data entry; monitor workflow through to final approval.

• Independently review vendor invoices for correctness before initiating online payment request transactions.

• Initiate online payment requests, with attention to accuracy in data entry; monitor workflow through to final approval.

• Initiate shopping carts and manage purchase orders for a variety of supplies, equipment, or materials; complete goods receipts as required; and/or resolve PO-related discrepancies.

• Initiate paperwork, independently manage, and process payments for Independent Contractors.

• Use Payment Works to set up new vendors.

Event and Visitor Planning

• Plan, coordinate, execute, and manage all aspects of event planning for each interdisciplinary program’s events, including securing appropriate venue for each event; working with the caterer to plan an appropriate menu, keeping budget and dietary restrictions in mind; circulating announcements and/or invitations to each event; recording RSVP and/or event attendance as necessary; assisting with venue set-up and/or clean-up as appropriate.

• Plan, coordinate, execute, and manage the following components for each visitor: making travel arrangements for incoming speakers; making hotel reservations for incoming speakers; managing the honorarium process from vendor set-up through payment; scheduling the itineraries for the speakers; and, arranging for dinners or other meals as appropriate for the event or visit.

Academic Support

• Provide support for the vendor set-up process for any funding recipient for whom their award will be processed through Accounts Payable.

General Administrative Support

• Email and/or post announcements and other appropriate communication to relevant members of the department.

• Maintain inventory of office supplies.

• Maintain departmental records (paper and electronic) as appropriate.

• Triage or directly manage requests from faculty, staff, students, and the general populace.

Special Knowledge, Skills, & Abilities

• Fluency in MS Office suite; Adobe; email and instant messenger platforms; internet; and electronic calendaring systems.

• Ability to prioritize workload and manage multiple tasks and projects in parallel.

• Ability to maintain confidential information.

• Ability to work independently with minimal oversight.

• Excellent organizational skills; ability to enter data with zero to minimal errors.

• Professional demeanor both in-person as well as in virtual environments.

• Ability to communicate clearly both orally and in written form.

• Ability to work in a shared office environment.

Level of Independent Decision Making

• Required to independently review and vet financial transactions for appropriateness and completeness before entering them for payment.

• Required to independently manage priorities and set timelines in advance of deadlines and events.

• Must occasionally lift/move heavy boxes (less than 50 lbs).

• Must be able to move/rearrange/set up temporary furniture as needed for events.

Minimum Qualifications

• High School Diploma or graduation equivalent.

• Three years related experience.

• Additional education may substitute for required experience, to the extent permitted by the JHU equivalency formula.

Preferred Qualifications

• Bachelor’s Degree.

• Previous work in an academic/higher education setting.

• Knowledge of JHU as an enterprise.

• Previous experience with SAP.

Classified Title: Administrative Coordinator

Role/Level/Range: ATO 37.5/02/OE

Starting Salary Range: $18.20 - $26.00 - $33.90 HRLY (Commensurate with experience)

Employee group: Full-time

Schedule: Monday - Friday 8:30am - 5:00pm

Exempt Status: Non-Exempt

Location: Homewood Campus

Department name: Dean Office of

Personnel area: School of Arts & Sciences

Equal Opportunity Employer:

Johns Hopkins University is an equal opportunity employer and does not discriminate on the basis of race, color, gender, religion, age, sexual orientation, national or ethnic origin, disability, marital status, veteran status, or any other occupationally irrelevant criteria. The university promotes affirmative action for minorities, women, disabled persons, and veterans.