Business Operations Coordinator

$37,856 - $70,512/Yr

Johns Hopkins - Baltimore, MD

Full-time - Entry Level

Hybrid - Baltimore, MD

Educational Services

About the position

Johns Hopkins University is seeking a Business Operations Coordinator to support the fiscal and administrative management of the Undergraduate Admissions department. This role is crucial in ensuring compliance with departmental and university policies while managing the budget and expenses for a staff of over 40 individuals. The coordinator will work closely with the Assistant to the Vice Provost to reconcile expenses and allocate budgets effectively. This position requires a proactive approach to training staff on budgetary matters, including updates to policies and procedures, and will involve preparing quarterly budget summaries in collaboration with the dean and assistant to the VP. The Business Operations Coordinator will also serve as the primary liaison between the department and procurement/purchasing, ensuring that all office purchases and vendor payments are processed efficiently through SAP. Responsibilities include reviewing travel-related expenses for over 30 travelers, preparing travel expense reimbursements, and facilitating travel advances. The coordinator will manage the payment processes for procurement cards and executive travel cards, ensuring compliance with university policies through regular reviews of travel documentation. In addition to financial responsibilities, the coordinator will provide administrative support to the Dean and directors, which includes travel arrangements, event planning, and handling sensitive HR-related duties. The role requires strong organizational skills, attention to detail, and the ability to communicate effectively with both internal and external stakeholders. The successful candidate will be expected to participate in admissions events and support general administrative functions as needed, contributing to the overall efficiency and effectiveness of the Undergraduate Admissions office.

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.
• Review travel-related expenses for a staff of 30+ travelers.
• Prepare and support 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.
• Coordinate submittal of payment of 3 procurement cards and approximately 28 Executive travel cards.
• Conduct 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.
• Coordinate 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, including travel and conference arrangements, staff event planning, phone and scheduling support, and HR related duties.
• Handle matters and documents of a sensitive and confidential nature, as needed for Undergraduate Admissions Staff.
• Process 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).
• Support mandated reporting through the Evaluation and Selection Process (ED, EDII, RD).
• Perform general administrative duties including supply inventory and facilities requests.
• Serve as front desk staff for visit center.
• Support general email accounts and phones as needed.
• Participate in all-hands-on-deck admissions events for prospective and admitted students.
• Perform additional duties as assigned.

Requirements

• 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.

Nice-to-haves

• 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.

Benefits

• Competitive Salary
• Hybrid work environment
• Comprehensive health insurance
• Retirement savings plan
• Paid time off
• Professional development opportunities