Classified Title: Administrative Coordinator Role/Level/Range: ATO 37.5/02/OE Starting Salary Range: $17.25 - $23.72 per hour Employee group: Full Time Schedule: M-F; 8:30-5 Exempt Status: Non-Exempt Location: 01-MD:Homewood Campus Department name: 60000452-Student Disability Services Personnel area: Homewood Student Affairs
Under the leadership of the Director of Student Disability Services at Johns Hopkins Homewood campus, the office provides a variety of services to undergraduate and graduate students with documented disabilities. Those services include: safekeeping of confidential records, contact with students, families, faculty and staff and providing general information on the process for accessing accommodations. Primary duties incude maintenance of multiple databases/spreadsheets, submitting invoices for payment, scheduling student employees to ensure appropriate office coverage and resolution of sensitive matters responsibly. Must exercise independent judgment regarding privacy of student information through written and verbal communication. Will coordinate office functions such as purchasing, payroll and records control. Other administratie duties include interpreting office and campus policies.
Vision: We foster a positive environment in SDS that encourages self-advocacy for students with hidden and visible disabilities.
Mission: SDS provides leadership and facilitates equal access to all institutional opportunities for disabled students in an inclusive campus environment.
The Administrative Coordinator provides project coordination and administrative support. In addition, this position provides periodic administrative support to the Assistant Director of Disability Services. Position will report to the Executive Director of Disability Services and Director of Student Disability Services, Homewood.
This position works with undergraduate and graduate students, faculty and other administrative offices to arrange accommodations for students. They will also manage the Homewood office’s budget. The position must be knowledgeable of the university’s SAP system where the incumbent will maintain appropriate financial records and files, allocate financial transactions, collect and process payments.
Will maintain the Executive Director and Director’s schedules/calendars, plan all travel, manage confidential files and correspondence, assist with special projects and event planning, budget management, staff department searches, data, and any other assigned duties.
Ensures that the Executive Director and Director are fully prepared for meetings and appearances; including compiling and preparing materials, confirming meeting details and expectations regarding laws that govern the practice of disability services professionals, such as ADA, Section 504 of the Rehabilitation Act, HIPPA, as well as, FERPA concerning protected information.
Communicates effectively and maintains positive, courteous, supportive, and professional working relationships with all levels of contacts. Contributes to the customer service oriented atmosphere within the department to assist other functional areas when needed or requested.
Work with parking to coordinate paid spaces for contracted interpreters.
Maintain calendar; schedule elaborate and detailed appointments and meeting rooms; make travel and accommodation arrangements for staff; provide travel and accommodation options based on staff needs and cost limitations; and, prepare and track expenses, travel reimbursements and reports.
Help manage Student Disability Services budget and all financial transactions. Deposit checks and allocate funds to appropriate accounts.
Identify budget shortfalls or overages and provide alternative solutions.
Reconcile and manage project budgets.
Process invoices, travel expense reports, and other related transactions in SAP. Assist with P-card reconciliations. Process internal reimbursements.
Establish purchase orders, vendors and independent contractors in the system. Process invoices for POs, vendors and ICs. The position will order supplies and other items for the office.
Coordinate and document student worker schedules. Process student payroll.
Compose, edit, type and distribute various form letters and correspondence; create and maintain necessary files; order supplies as needed.
Perform tasks with a significant degree of independence, requiring knowledge of university resources and Homewood staff and facilities.
Maintain a professional relationship with a wide range of contacts.
Assume administrative tasks, special projects, ad hoc reports, budgets, billing, research data and other related activities. Develop and maintain information to generate reports, tables, charts, graphs and PowerPoint presentations as needed.
Schedule appointments and meeting rooms; take, compile and distribute meeting minutes; type routine and specialized correspondence as well as reports; answer telephone, screen callers and relay messages.
Based on special knowledge and understanding of initiatives, goals, and objectives of Student Disability Services, will independently resolve scheduling conflicts, prioritize requests, confirm and track event or meeting details.
High school diploma/ GED required.
Bachelor’s degree preferred.
Minimum three years experience in providing progressively responsible administrative support with experience working on a wide variety of special projects and assignments.
Experience in a professional setting serving a senior level individual preferred.
Special Knowledge, Skills & Abilities:
Must be able to work efficiently, effectively and professionally in a fast-paced environment interacting with senior level executives and officials.
Must be an independent worker, who is flexible, motivated and able to handle multiple tasks; self-starter.
Requires significant independent action and frequent interaction with internal and external constituencies.
Excellent verbal and written communication skills and ability to handle confidential information. Requires consummate skills in diplomacy, discretion, and confidentiality.
Strong organizational skills and facility with budgets and spreadsheets.
Knowledge and experience with business and financial processing, such as expense reimbursements, payment of invoices.
Extensive experience with office technologies including MS Word, Excel, and Powerpoint.
Demonstrated experience working in a fast-paced, executive environment and will be a core member whose contributions to a team-based and cross-trained environment will advance the goals of Johns Hopkins University.
The successful candidate(s) for this position will be subject to a pre-employment background check.
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 HR Business Services Office at firstname.lastname@example.org. For TTY users, call via Maryland Relay or dial 711.
The following additional provisions may apply depending on which campus you will work. Your recruiter will advise accordingly.
During the Influenza ("the flu") season, as a condition of employment, The Johns Hopkins Institutions require all employees who provide ongoing services to patients or work in patient care or clinical care areas to have an annual influenza vaccination or possess an approved medical or religious exception. Failure to meet this requirement may result in termination of employment.
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.
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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.