Office Administrator
Johns Hopkins University

Baltimore, Maryland

Posted in Education and Training

This job has expired.

Job Info

Office Administrator
We are looking for an Office Administrator who will represent the Office of the Registrar at the Kreiger School of Arts & Sciences and the Whiting School of Engineering to a wide range of external and internal customers. Coordinate and manage all key administrative operations of the Registrar's Office in the areas of department budget, human resources and office publications. Verify data for internal/external reports. Coordinate and disseminate reports to fulfill requests. Design maps and flowcharts for Commencement for distribution to Deans, faculty, students, staff and guests.

Specific Duties & Responsibilities:

Budget Duties (40%):

  • Develop, prepare and manage personnel budget and general funds budget for the department in consultation with the Registrar.
  • Principle liaison with Business Management Office.
  • Prioritize budgetary workflow.
  • Prepare cost analyses for budget planning, expenditure projections and reconciliation of personnel account for full-time/part-time employees.
  • Coordinate and consolidate departmental information for development of the annual operating budget.
  • Participate in annual operating budget meetings.
  • Periodically review fund balances to assure operating expenses do not exceed projected expenditures.
  • Manage daily financial responsibilities of department by authorizing purchase requests and processing non-payroll cost transfers, interdepartmental transactions and check request transactions for vendors or contractors.
  • Assure that amounts are allocated in a timely manner into the correct cost centers.
  • Reconcile budget monthly by transferring totals to formatted Excel spreadsheet and creating monthly year-to-date detailed reports.
  • Assure accuracy of charges and allocation to appropriate cost centers and general ledger accounts by initiating the detailed financial link for each charge.
  • Process non-payroll cost transfers for all charges in the incorrect cost center.
  • Extract monthly SAP Analysis reports from Hopkins One and transfer information into an Excel spreadsheet format to facilitate review by Registrar.
  • Create cost analysis reports and graphs to ascertain monthly and quarterly financial activity.
  • Reconcile payroll/salary account regarding any amounts inadvertently listed in default account.
  • Perform monthly, mid-year and annual reconciliation of budgets for current end of fiscal year budget projections and future fiscal year budget proposals.
  • Provide quarterly and end of year analysis and summaries of overall financial activity on cost centers.
  • Reconcile P-card purchases weekly to assure costs are transferred to appropriate cost centers and not to the default account by interfacing directly with JP Morgan online.
  • Manage travel and business reimbursements and purchase orders using the SAP system.

Personnel Coordinator (25%):
  • Handle matters and documents of a sensitive and confidential nature for office of 15 FTEs.
  • Maintain all personnel files.
  • Compose job requisitions accurately and in a timely manner.
  • Assist with recruitment and hiring process.
  • Ensure all new hires are properly listed in payroll and Outlook.
  • Process payroll ISRs for terminations, salary changes, employee reassignments, merit increases, bonuses, supplemental pay (OT) and other actions.
  • Primary liaison to staff regarding items related to payroll, taxes, and direct deposit as well as e210 and Employee Self-Service (ESS).
  • Facilitate communication and implementation of basic human resource policies and procedures as relevant to full-time and casual staff, including student workers and student payroll.
  • Track all employees' attendance.
  • May be required to utilize temporary workers through Randstad.

General Administrative (25%):
  • Compose correspondence as needed. Arrange conference registrations for professional staff, including hotel and travel plans.
  • Coordinate AACRAO membership and payment of dues for all JHU divisions Offices of the Registrar and Admissions.
  • Update and modify all PowerPoint presentations for Registrar.
  • Manage Registrar's electronic calendar of meetings, appointments and special events.
  • Coordinate follow-up activities and meetings.
  • Prepare agendas, attend meetings, record and ensure accurate minutes.

Office Publications / Web (5%):
  • Commencement Program: Design graphs, flow charts and maps in QuarkXpress for inclusion in the Commencement Program and distribution to the Deans and Marshalls participating in Commencement.

Back-Up Web-Master of the Office of the Registrar's Site (5%):
  • Assist with creating, updating and managing content.
  • Devise and test new page designs/layouts.
  • Coordinate the placement of all new content to ensure optimal integrity, quality and design consistency.

Other Duties as Assigned (5%)

Minimum Qualification (Mandatory):
  • High School Diploma/GED and five years related experience required (such as accounting/budgetary).
  • Additional years' experience preferred.
  • Experience in higher education or an executive level office is preferred.
  • Additional education may substitute for experience to the extent permitted by the JHU equivalency formula.*

* JHU Equivalency Formula: 30 undergraduate degree credits (semester hours) or 18 graduate degree credits may substitute for one year of experience. For jobs where equivalency is permitted, up to two years of non-related college course work may be applied towards the total minimum education/experience required for the respective job.

Special Knowledge, Skills, or Abilities:
  • Ability to work independently, superior organizational skills required, excellent interpersonal, oral and written communication skills, excellent computer skills, including proficiency in Microsoft PowerPoint, Excel, Word and QuarkXpress.

Classified Title: Sr. Administrative Coordinator
Working Title: Office Administrator
Role/Level/Range: ATO 37.5/03/OF
Starting Salary Range: $20.02 - $27.51/hr (commensurate with experience)
Employee group: Full Time
Schedule: M-F, 8:30 am - 5:00pm
Exempt Status: Non-Exempt
Location: Homewood Campus
Department name: Office of the Registrar
Personnel area: Homewood Student Affairs

The successful candidate(s) for this position will be subject to a pre-employment background check.

If you are interested in applying for employment with The Johns Hopkins University and require special assistance or accommodation during any part of the pre-employment process, please contact the HR Business Services Office at For TTY users, call via Maryland Relay or dial 711.

Johns Hopkins has mandated COVID-19 and influenza vaccines, as applicable. Exceptions to the COVID and flu vaccine requirements may be provided to individuals for religious beliefs or medical reasons. Requests for an exception must be submitted to the JHU vaccination registry. For additional information, applicants for SOM positions should visit and all other JHU applicants should visit

The following additional provisions may apply, depending on campus. Your recruiter will advise accordingly.

The pre-employment physical for positions in clinical areas, laboratories, working with research subjects, or involving community contact requires documentation of immune status against Rubella (German measles), Rubeola (Measles), Mumps, Varicella (chickenpox), Hepatitis B and documentation of having received the Tdap (Tetanus, diphtheria, pertussis) vaccination. This may include documentation of having two (2) MMR vaccines; two (2) Varicella vaccines; or antibody status to these diseases from laboratory testing. Blood tests for immunities to these diseases are ordinarily included in the pre-employment physical exam except for those employees who provide results of blood tests or immunization documentation from their own health care providers. Any vaccinations required for these diseases will be given at no cost in our Occupational Health office.

Equal Opportunity Employer
Note: Job Postings are updated daily and remain online until filled.

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