Starting Salary Range ($s): $16.91 - $23.25 per hour
Employee group (Full time/Part-time/Limited/Casual): Full time
Schedule (hours/days): M-F, 8:30am – 5:00pm
Employee subgroup (FLSA Status): 02
Department name: Residential Life
Personnel area (School): Homewood Student Affairs
Location: Homewood Campus
The Administrative Coordinator is responsible for the maintenance of all student staff payroll, assist with supervision of student staff, providing administrative support to the Assistant Director of Student Housing, assisting with operations in various housing offices, and assisting with reconciliation of office budgets.
The duties of this position will encompass payroll, student staff supervision, budgetary, and administrative functions, while working closely with the Assistant Director of Residential Life and the Program Manager for Housing & Events. Responsibilities also include the processing of payroll documents, including ESAL, ENTL, ESUP and weekly timecard approval and submission. The position also assists with hiring, training, and supervision of student staff during the academic year and with summer programs. The position includes monitoring daily activity in common areas, disciplining student staff members, updating communication information for websites, and tracking student employee activity. The budgetary components of this position include the reconciliation of student payroll to monthly statements, preparation of weekly student staff payroll expenditure reports, and reconciliation of supply invoices. Daily assistance with the operation of the housing offices will be required. These daily duties include answering telephones, handling general inquiries, resolving problems for students, parents and guests of the University, providing coverage in the absence of office personnel, and assisting with all major department functions. The position will provide administrative support to the Assistant Director of Residential Life in the form of drafting correspondence, maintaining calendars, filing, placing orders, being a liaison to vendors, and tracking purchases of supplies, printing projects, and other department items.
Assists with coverage of the front desk operations for both the Office of Housing Operations and the Office of Residential Life.
Receives and responds to incoming calls, emails, and walk-ins regarding student and parent questions and concerns.
Assist the department with opening, orientation, and closing programs and procedures.
Merge, edit, and send correspondence to students, staff, and sometimes parents.
Produce highly polished marketing materials, primarily for student monitor program, security, summer housing, and summer conferences.
Assist with the management and troubleshooting of the residence hall card access system, when necessary.
Maintain the petty cash fund.
Support the initiatives led by the Assistant Director of Residential Life and the other professional staff surrounding aspects of signature Residential Life traditions such as Fall Fun, Spring Fling, Relay for Life, Late Night Breakfast, etc.
Update and maintain appropriate records of the programming and assessment conducted.
Assist the Office of Residential Life in acquiring programmatic buy-in and participation from upper administration, faculty, and other relevant constituents.
Student Monitor Program:
Assist in the management of the student monitor program.
Participate in interviewing, hiring, training, and tracking weekly progress of Student Monitors.
Distribute daily reservation sheets, keep an inventory of equipment, manage keys and access cards.
Schedule meetings, as needed, with student employees.
Publish monthly newsletters.
Summer Conference Program:
Assist in the management of the summer conference operations.
Participate in interviewing, hiring, and training of summer conference staff.
Assist with production of promotional and information documents for summer conference employment, as well as informational materials for summer guests.
Manage one summer conference office between May and August.
Manage keys and access cards for student employees and conference guests.
Provide extra staffing assistance with check-in and checkout days as needed.
Assist with summer housing assignments, materials, and correspondence.
Process weekly student payroll in SAP, including processing corrections, new hire ISR's and reviewing payroll with students and answering questions.
Process ISR's in SAP to maintain accurate payroll records (hire and change personal, position, salary data etc.) Maintain personnel/payroll files for weekly employees, facilitate FMLA documents as necessary.
Prepare purchase requests for supplies and equipment and reimbursements.
All other duties as assigned.
High school diploma or GED required. AA or some college preferred.
At least three years related experience. Minimum of 2 years of experience in customer service or work in a collegiate environment preferred. Additional education may be substituted for years of work experience.
Special Skills and Knowledge:
Strong administrative/organizational skills, exceptional customer service skills, excellent computer skills - report writing, desktop publishing, webpage design, word processing and spreadsheet. Excellent communicate skills are a must.
Ability to efficiently multitask and prioritize while handling high volumes of telephone calls and provide service for walk-in service requests.
Must have strong verbal and written communication skills as well as proficient computer skills. Ability to act independently on own initiative and must be flexible to handle multiple tasks. Excellent customer service skills are necessary to provide pleasant friendly service to students, parents, vendors and other visitors.
Must be able to lift items up to 30 pounds and be able to move amongst a number of buildings to visit monitor stations, security desks and to provide coverage for AMR II.
Overtime is required during peak academic periods such as student move-in/out.
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 Baltimore. The Paul H. Nitze School of Advanced International Studies is located in Washington's Dupont Circle area.