The Office of Academic Advising in the Krieger School of Arts and Sciences seeks a professional Sr. Administrative Coordinator to manage the daily operations of the office. This position will hire, train, and supervise student workers who answer the main phone line and greet visitors. They will oversee many projects and processes within the office of academic advising, such as the KSAS exceptions committee, dean’s list, and drop-in advising service. This position is responsible for managing the calendar of the Assistant Dean of Academic Advising, monitoring and responding to emails from multiple office accounts, and sending important and timely communications to students and staff as needed.



This position is fully onsite Monday–Friday during an academic semester and is not eligible to participate in a remote work schedule. When courses are out of session, this position is remote eligible.



Specific Duties & Responsibilities

Manage the day-to-day operations within the Office of Academic Advising.
Recruit, hire, train, and supervise 4-6 student workers who manage the front desk, greet visitors, and answer the phone.
Serve as a backup to the student workers to manage the front desk, greet visitors, and answer the phone.
Oversee the KSAS Exceptions Committee process by receiving formal exception requests, preparing documents for committee review, communicating with students and faculty, and documenting committee decisions.
Run reports to identify students with no advisor and manually assign academic advisors via OnBase.
Manage the calendar and scheduling for the Assistant Dean of Academic Advising.
Manage the virtual drop-in advising hours hosted via Zoom.
Maintain inventory and order office supplies as needed and assist with facilities request submissions when necessary.
Process Dean’s List Letters In conjunction with the Office of the Registrar. Troubleshoot any inquiries with students and parents.
Update webpages regularly throughout the academic year to ensure the most up-to-date information is provided to website visitors.
Maintain, and create content, for various handbooks and training documents such as the Student Worker Handbook, and Front Desk Handbook, as well as other instructional materials.
Assist with event planning such as the PBK Honor Society celebration.
Assemble and distribute all swag items to be given to incoming freshmen at the First Meeting with Traditional Advisors.
Update and disseminate the Emergency Contacts List whenever needed.
Refills in kitchenette: coffee, tea, cocoa, sugar, creamers, dish, and hand soap pumps.
Attend to issues involving the Canon Copier, i.e. ink replacement, paper refills, paper jams, getting IT assistance for staff who cannot connect to the copier, etc.
Submit Facilities requests for non-billing issues, on behalf of staff within the suite. Non-billable requests include replacement bulbs for ceiling light fixtures, heating and cooling issues, and water leaks (ceiling or plumbing).
Assist with transfer credit evaluation requests and materials tracking.
Coordinate purchasing functions for the Office of Academic Advising, working with the JHU Purchasing Department, Accounts Receivable and Payable Divisions, and external vendors.
Serve as a backup admin support on projects such as junior clearance.
Serve as point-of-contact for all aspects of hiring student employees, including maintaining positions in SAP.
Process all hire paperwork in SAP and JH Enterprise.
Provide instruction on, and oversee, projects given to student employees to ensure timely and accurate completion.


Special Knowledge, Skills & Abilities

Extreme attention to detail, excellent computer skills, a high level of independent thinking and ability to think creatively, and the ability to self-prioritize completion of multiple responsibilities.
Exceptional oral, written, and interpersonal communication skills. Demonstrated organizational skills with a proven ability or prioritize workload.
Ability to work independently as well as collaboratively as part of a team.
Ability to work effectively with faculty, staff, and students from a variety of diverse backgrounds.
Ability to remain calm and respond quickly to changing needs and to balance competing responsibilities.
Proficient in Microsoft 365 Suite (Word, Excel, Forms, Outlook, Teams, etc.)
Database entry experience preferred, including proficiency in Excel, ability to use Microsoft Forms to create forms linked to a database, and experience with OnBase desired.
Knowledge of SAP preferred, as well as knowledge of JHU administrative policies and procedures.
Must maintain a high degree of professionalism and must be able to prioritize and multitask based on changing needs and deadlines.
Knowledge of SAP, as well as knowledge of JHU administrative policies and procedures.


Physical Requirements

Must be able to sit at a computer for up to 7.5 hours per workday with periodic breaks.
Must be able to lift up to 10 lbs.
Must be able to carry box/es and walk simultaneously.


Minimum Qualifications
High School Diploma or graduation equivalent
Five years progressively responsible administrative experience
Additional education may substitute for required experience, to the extent permitted by the JHU equivalency formula


Preferred Qualifications
Bachelor’s Degree.
Administrative support experience in an office setting, including maintaining multiple calendars, maintaining a filing system, and working with confidential materials.
Experience working in higher education in either a student-facing or data-management position.
Experience managing student employees, creating shift schedules, and providing constructive feedback.
Proficiency with Microsoft Office 365 (word, forms, excel, etc.)
Database entry experience and experience with OnBase desired.