Administrative Coordinator (Dept. of Applied Mathematics & Statistics)

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.

Specific Duties & 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.

In addition to the duties described above

• 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.

Minimum Qualifications

• High school diploma or graduation equivalent.
• Two 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

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

Technical Qualifications & Specialized Certifications

• Highly proficient with Microsoft Office programs including Outlook, Word, Excel and PowerPoint.

Technical Skills & Expected Level of Proficiency

• 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

The core technical skills listed are most essential; additional technical skills may be required based on specific division or department needs.

Classified Title: Administrative Coordinator
Role/Level/Range: ATO 37.5/02/OE
Starting Salary Range: $18.20 - $33.90 HRLY (Commensurate w/exp.)
Employee group: Full Time
Schedule: M-F, 7.5 hrs daily
FLSA Status: Non-Exempt
Location: Hybrid/Homewood Campus
Department name: Applied Math Admin
Personnel area: Whiting School of Engineering