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We are seeking a Business Operations Coordinator who will support the fiscal and administrative management of the department. They will work in partnership with the Assistant to the Vice Provost on reconciling expenses and budget allocation for a staff of 40+, ensuring compliance with departmental and university policies. They will orient and train staff concerning budgetary and expense matters including but not limited to protocol, technology, and updates to policies/processes. They will work with the dean and assistant to the VP on quarterly budget preparations and summaries. They will also serve as the primary liaison between procurement/purchasing and the department.

Specific Duties & Responsibilities

• Approve requests for and initiate office purchases and vendor payments through SAP. Process all payments for Vendors in SAP.

• Process all Purchase Orders needed for payments.

• Reviews travel-related expenses for a staff of 30+ travelers.

• Prepares and supports travel expense reimbursements in SAP for both staff and non-employee-related expenses for approval by the Administrative Manager.

• Process all travel reimbursements for staff, employment candidates, and/or students.

• Facilitate travel advances for staff.

• Coordinates submittal of payment of 3 procurement cards and approximately 28 Executive travel cards.

• Weekly reviews of travel documentation and receipts through Concur to ensure compliance with procurement and travel cards.

• Train staff and answer questions relating to budget procedures.

• Confer with appropriate internal and external administrative offices to ensure that required procedures are followed.

• Represent the Office of Undergraduate Admissions in any university administrative meetings.

• Process Cash Journals to resolve any budget discrepancies.

• Process all Application Fees and Enrollment Deposits.

• Process uploads for Cash Accounting for Application Fees and Enrollment Deposits that come in electronically.

• Coordinates all IT equipment inventory for staff.

• Serve as administrative backup for the Vice Provost’s administrative assistant.

• Provide administrative support to the Dean and directors as needed. Includes but not limited to,

• Travel and conference arrangements.

• Staff event planning.

• Phone and scheduling support.

• HR related duties

• Handles matters and documents of a sensitive and confidential nature, as needed for Undergraduate Admissions Staff.

• Processes employee reassignments, and other actions as needed.

• Liaison with staff regarding questions related to payroll, taxes, and direct deposit as well as e210 and Employee Self-Service (ESS).

• Supports mandated reporting through the Evaluation and Selection Process (ED, EDII, RD).

• General administrative duties including,

• Supply inventory and facilities requests.

• Serves as front desk staff for visit center.

• Supports general email accounts and phones as needed.

• Participates in all-hands-on-deck admissions events for prospective and admitted students.

• Additional duties as assigned.

Special Knowledge, Skills, or Abilities

• Must demonstrate strong organizational and interpersonal skills.

• Should have a solid customer service orientation while being able to balance multiple priorities and be self-directed in their work.

• Quick learner, proactive in seeking necessary training and anticipating the needs of the office to support general operations.

• Proactive and team-oriented approach to the work—proactively diagnosing inefficiencies and proposing business process solutions.

• Strong attention to detail, respect for deadlines, and ability to problem solve.

• Effective communicator and a professional representative for the office in all external and internally facing interactions.

Minimum Qualifications

• High School Diploma or graduation equivalent.

• Three years of related experience.

• Additional education may substitute for required experience, to the extent permitted by the JHU equivalency formula.

Preferred Qualifications

• Bachelor's Degree preferred.

• Three or more years of related work experience working with a higher-level executive.

• Experience working alongside a leadership role to provide day-to-day operational and administrative support.

Classified Title: Administrative Coordinator

Job Posting Title (Working Title): Business Operations Coordinator

Role/Level/Range: ATO 37.5/02/OE

Starting Salary Range: $18.20 - $33.90 HRLY ($55,000 targeted; Commensurate with experience)

Employee group: Full Time

Schedule: M-F, 8:30am-5p

Exempt Status: Non-Exempt

Location: Hybrid/Homewood Campus

Department name: ​​​​​​​Undergraduate Admissions

Personnel area: University Student Services

Equal Opportunity Employer:

Johns Hopkins University is an equal opportunity employer and does not discriminate on the basis of race, color, gender, religion, age, sexual orientation, national or ethnic origin, disability, marital status, veteran status, or any other occupationally irrelevant criteria. The university promotes affirmative action for minorities, women, disabled persons, and veterans.