KSAS Sr. Administrative Coordinator (Physics & Astronomy)

The purpose of this role is to coordinate and manage departmental personnel and payroll-related activities for casual staff, students, and appointees. This includes overseeing recruitment, appointments, onboarding, and international processes, while serving as the primary liaison with Divisional HR and ensuring accurate, timely documentation and workflow coordination, exercising independent judgment in managing complex personnel workflows.

We are seeking a KSAS Sr. Administrative Coordinator who will provide administrative support and perform general office management duties necessary for the efficient operation of an office, unit or program. This position may provide support for fiscal and budget management for the assigned area, and provide project support to a Dean, Associate Dean, Department Chair, program leadership or comparable business leaders. 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.
• Provide complex administrative, project, and calendar support to a Dean, Associate Dean, Department Chair, program leadership or comparable business leaders.
• Manage team and/or assigned leaders’ calendars; plan and schedule meetings and coordinate associated logistics.
• Support the administration of the department/unit's budget, including monitoring and tracking expenses, budget reconciliation, resolving issues, and assisting with developing budget projections, collecting information for budget development.
• May represent department management in appropriate circumstances within the scope of the position’s responsibility and purview.
• Independently develop and manage complex and key administrative projects (databases, reports, grant proposals, office workflow, records control, course materials).
• Coordinate purchasing processes; process various department bills and reconcile accounts.
• Prepare meeting materials (e.g., draft agenda, collect relevant information) and provide staff support for high-level meetings. Record and draft 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 office contact with facilities or other service providers.
• Identify and resolve administrative problems and issues.
• Analyze operating practices, processes and procedures (e.g., record keeping systems, forms control, office layout, personnel requirements).
• Develop and recommend administrative processes/procedures to ensure efficiency in general office operations, interpret and communicate operating policies.
• Develop and produce reports.
• Assist with preparation of presentations.
• Assist with planning special events/functions, including workshops, conferences, etc.
• Coordinate preparation, set up and logistics for department/office events/functions.
• May perform some non-routine and confidential administrative functions.
• Coordinate work assignments of students and/or temporary office support, as needed.
• Other duties as assigned.

In addition to the duties described above

• Prepares and submits HR documentation to central HR/payroll offices, ensuring accuracy, completeness, and timeliness.
• Oversees departmental workflows, tracks transactions through completion, and monitors for discrepancies. Compiles and analyzes data to support reporting, compliance, and operational decision-making.
• Provides practical guidance on university policies and procedures, translating requirements for faculty and staff. Partners with HR to resolve issues while maintaining departmental ownership of processes.
• Collaborations with the department administrator and HR for sensitive employee information. Ensures timely follow-up, appropriate handling of information, and alignment with established practices.
• Coordinates international hiring and visa-related processes, preparing documentation, tracking timelines, and liaising with institutional HR immigration specialists to support compliance and continuity of employment.

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

• Experience working in an academic or research environment
• Experience with SAP or similar HR/payroll systems
• Familiarity with U.S. visa and employment authorization processes

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
• Event Coordination - Intermediate
• Financial Administration - Intermediate
• Interpersonal Skills - Intermediate
• Meeting Coordination - Intermediate
• Office Procedures - Intermediate
• Oral and Written Communications - Intermediate
• Organizational Skills - Intermediate
• Project Management - Developing
• Report Writing - Intermediate

Classified Title: Sr. Administrative Coordinator
Job Posting Title (Working Title): KSAS Sr. Administrative Coordinator (Physics & Astronomy)
Role/Level/Range: ATO 37.5/03/OF
Starting Salary Range: $21.25 - $36.90 HRLY (Commensurate w/exp.)
Employee group: Full Time
Schedule: Monday-Friday 8:30 am - 5:00 pm
FLSA Status: Non-Exempt
Location: Hybrid/Homewood Campus
Department name: Physics and Astronomy
Personnel area: School of Arts & Sciences