Sr. Administrative Coordinator (Success Coaching & ...

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 _Sr. 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 reports to identify trends in spending as requested. Prepare annual budgets. + Communicate regularly with Homewood Student Affairs budget and university accounting staff, vendors, troubleshooting and problem solving. + Attend monthly Admin Finance meetings. + Process vendor contracts and payments consistent with university policies. + Process payroll for full-time and student expenses and/or stipends. _Event Planning (10%)_ + Assist SCAA staff with the coordination of logistical arrangements for SCAA events to include staff retreats, programming, peer academic advising programming (e.g., invitations, room reservations, catering orders, etc.). + Assist the Senior Director with staff meetings, training coordination, and agendas. + Serve as the primary point of contact for peer advisors to troubleshoot stipend concerns, training logistics, and other issues as needed. + Collaborate with other administrative support to organize logistics for joint, collaborative and program specific activities/events during the academic year. + Establish connections with campus partners and offices responsible for providing event support services. Special Skills, Knowledge & Abilities + Ability to navigate a large, decentralized campus environment and establish positive connections with collaborative partners. + Ability to work in a cross-cultural environment. + Timely responsiveness and the ability to meet deadlines and prioritize tasks. + Ability to balance and execute work duties in person and remotely with efficiency. + Ability to manage and prioritize multiple projects, including strong trouble-shooting and problem-solving skills, as well as the ability to make administrative/procedural decisions and judgments. + Ability to communicate clearly verbally and in writing. + Budget management skills. + Strong time management and organizational skills, keen attention to details. + Ability to work as part of a team in a fast-paced environment. + Ability to work independently and use discretion and sound judgment in independent decision-making. + Ability to maintain confidentiality and demonstrate professionalism. + Ability to demonstrate initiative, independent judgment, and 'tech-savvy-ness' with proficiency using MS Office, social media, and other marketing techniques. + Flexibility to occasionally work outside of normal business hours and some weekends as required. Minimum Qualifications + High school diploma or graduation equivalent. + Four years of related experience. + Additional education may substitute for required experience and additional related experience may substitute for required education beyond a high school diploma/graduation equivalent, to the extent permitted by the JHU equivalency formula. Preferred Qualifications + Bachelor's Degree or higher. + Five or more years of experience in administrative support, budgetary management, and customer service. + 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). + Prior experience working with SAP and other financial/human resource management programs, and Qualtrics/Microsoft Forms, is preferred. + Professional experience planning events on a highly selective college or university is preferred. Classified Title: Sr. Administrative Coordinator Role/Level/Range: ATO 37.5/03/OF Starting Salary Range: $21.25 - $36.90 HRLY (Commensurate w/exp.) Employee group: Full Time Schedule: 3 Days in office; 2 Days remote. Some nights and weekends may be required. FLSA Status: Non-Exempt Location: Hybrid/Homewood Campus Department name: Center for Student Success Personnel area: University Student ServicesEqual Opportunity Employer All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.

Created: 2026-02-02