Senior Administrative Coordinator

As part of a broad initiative to support talented and motivated first-generation and/or limited-income (FLI) students, the Success Coaching Program in Academic Advising (SCAA) was established at Johns Hopkins University in 2019. The SCAA team is comprised of a team of Academic Advisor/Success Coaches (AA/SCs) and Triage Specialists. AA/SCs assist students with all academic advising-related duties and support each student with success coaching focused on the student’s academic and professional interests as well as their overall well-being. Triage Specialist(s) support the retention and academic persistence of high-priority FLI students in SCAA by tracking and resolving pending student service-related inquiries, referrals, and processes. As a point of contact between the student, the student’s AA/SC, and in collaboration with student service-related offices.

SCAA seeks a creative, energetic and entrepreneurial Senior Administrative Coordinator to provide administrative and budgetary support for SCAA. Reporting to the Senior Director, Success Coaching and Advising, this position will perform a wide variety of duties and administrative tasks necessary for the smooth operation of this program. Some evenings and weekends may be required. The position is currently hybrid, requiring 3 days in the office and 2 days working from home.

Specific Duties and Responsibilities

Administrative (70%)

• Manage the Senior Director’s schedule/calendar and set up meetings.
• Prepare the Senior Director for meetings by confirming meeting details.
• Assist Senior Director with all permissible staff search and HR-related processes.
• Provide administrative support for SCAA Project Teams as needed under the supervision of the Senior Director.
• Manage scheduling of shared meetings rooms.
• Initiate posting of job descriptions, support search processes (scheduling, coordinating interviews), complete ISRs and other relevant processing for hiring staff. Maintain up-to-date knowledge of the OMT and TimeSheetX systems.
• Prepare for onboarding new staff members (equipment, IT, etc.) and participate in the process of onboarding new employees to the SCAA team.
• Coordinate travel for SCAA staff, students, and outside constituents as needed.
• Assist with student recruitment for SCAA.
• Provide various office management tasks such as ordering office supplies, communicating with students, making appointments, reserving space, and managing calendars.
• Manages program operational logistics (e.g., IT, systems set up/access).
• Initiate the administrative process for student and staff hiring. Complete ISRs and other relevant processing documents for hiring students and staff.
• Assist with and participate in SCAA staff onboarding and training.
• Manage advisor reassignments and cohort assignments.
• Be proactive in identifying and resolving scheduling conflicts.
• Maintain general file management system for Senior Director and SCAA, including both paper and electronic files.
• Communicate effectively and maintain positive, courteous, supportive, and professional working relationships with all levels of contacts.
• Manage and maintain office IT equipment.
• Work as needed with maintenance, housekeeping, telecommunications and IT.
• Attend meetings as needed.
• Other projects and duties as assigned.

Budgetary Support (20%)

• Manage budget account related to the SCAA portfolio by tracking expenditures, reconciliation, reimbursements, allocating payments/cost transfers, monitoring for budget discrepancies within the university’s finance software.
• Coordinate with Budget Analyst to manage quarterly and annual budget reporting.
• Process transactions within the SAP system relative to expenses and accounts payable.
• Maintain up-to-date knowledge of all aspects of SAP (budget and finance software).
• Receive training as necessary to keep abreast of changes and updating of software, including SAP and other software as necessary.
• Review, track and reconcile monthly procurement credit card (P-Card) expenses.
• Communicate regularly with Budget Analyst with trouble-shooting any budgetary inquiries.
• Participate in annual processes of fiscal year close and budget planning process.
• Maintain the ordering of program inventory (e.g., supplies, resources, etc.).
• Design and maintain budget tracking and filing systems for accounts.
• Review, track and reconcile monthly Purchase Card expenses and reports for SCAA staff and program.
• Develop and disseminate monthly and quarterly budget reports for the Senior Director.
• Close out budgets and prepare year-end budget reports.
• Create detailed budget repor