Administrative Coordinator (Dept. of Applied Mathematics & Statistics)

Johns Hopkins University•Baltimore, MD

6d•Hybrid

About The Position

The Department of Applied Mathematics and Statistics seeks a proactive Administrative Coordinator to support the smooth functioning of a department with a large teaching assistant population and a strong instructional mission. The coordinator will play a central role in managing TA workflows, coordinating student payments, and monitoring administrative systems to ensure accordance with internal policies and timeliness by faculty and students. The ideal candidate is organized, detail oriented, and able to balance multiple priorities while contributing to a professional and efficient team. The Administrative Coordinator will provide administrative support and perform general office management duties necessary for the efficient operation of an office, unit, or program. The responsibilities of this role require significant collaboration and coordination with others.

Requirements

High school diploma or graduation equivalent.
Two years of related experience.
Highly proficient with Microsoft Office programs including Outlook, Word, Excel and PowerPoint.
Calendar Management - Intermediate
Electronic Office Tools - Intermediate
Event Coordination - Intermediate
Financial Administration - Intermediate
Meeting Coordination - Intermediate
Office Procedures - Intermediate
Oral and Written Communications - Intermediate
Organizational Skills - Intermediate
Report Writing - Intermediate

Nice To Haves

Prior experience with JHU systems such as SAP, TimesheetX, and SIS.

Responsibilities

Plan, support, and organize daily activities of the office, unit, or program.
Manage team or individual calendars, plan and schedule meetings, and coordinate associated logistics.
Prepare meeting materials (e.g., draft agenda, collect relevant information) and provide staff support for meetings. Record and draft meeting minutes, monitor and follow-up on action items.
Coordinate and provide various general office services, e.g., payroll, purchasing, records control, office moves/renovations, repairs and maintenance.
May serve as the liaison or contact with internal and external service providers.
Identify and resolve administrative problems and issues.
Analyze operating practices, processes and procedures (e.g., record keeping systems, forms control, office layout, workflow requirements).
Develop and recommend administrative processes/procedures to assure efficiency in general office operations; interpret and communicate operating policies
Develop and compile reports.
Assist with the preparation of presentations.
Assist with planning special events/functions, including workshops, conferences, etc.
Perform non-routine and confidential administrative functions, as needed.
Coordinate work assignments of students and/or temporary office support, as needed.
Coordinate preparation, set up and logistics for events/functions.
Assist with basic financial tasks, e.g. expense reports, invoices, reimbursements.
Other duties as assigned.
Coordinate student payroll processes: position postings (SMILE), hiring (SAP), and timesheet management (TimesheetX).
Process non-employee reimbursements, awards, and bonuses; serve as reimbursement subject-matter expert for faculty and students.
Coordinate Duncan Research Fund awards: application intake, disbursement, reporting, and recordkeeping.