Administrative Operations Specialist

2 weeks ago

Baltimore, Maryland, United States The Johns Hopkins University Full time

Position Overview

We are in search of an Administrative Operations Specialist who will play a pivotal role in the financial and administrative oversight of our department. This individual will collaborate closely with the Assistant to the Vice Provost to manage expense reconciliation and budget distribution for a team exceeding 40 members, ensuring adherence to both departmental and university regulations.

Key Responsibilities

  • Authorize and initiate office procurement and vendor payments through SAP.
  • Process all vendor payments efficiently within the SAP system.
  • Manage and oversee all necessary Purchase Orders for payments.
  • Review travel-related expenses for a team of over 30 travelers.
  • Prepare and facilitate travel expense reimbursements in SAP for both staff and non-employee-related costs, subject to approval by the Administrative Manager.
  • Handle all travel reimbursements for staff, candidates, and students.
  • Coordinate travel advances for staff members.
  • Oversee the submission of payments for three procurement cards and approximately 28 Executive travel cards.
  • Conduct weekly audits of travel documentation and receipts via Concur to ensure compliance with procurement and travel card policies.
  • Provide training to staff and address inquiries regarding budgetary procedures.
  • Engage with relevant internal and external administrative offices to guarantee compliance with established procedures.
  • Represent the Office of Undergraduate Admissions in university administrative meetings.
  • Process Cash Journals to rectify any budget discrepancies.
  • Manage all Application Fees and Enrollment Deposits.
  • Facilitate electronic uploads for Cash Accounting related to Application Fees and Enrollment Deposits.
  • Coordinate IT equipment inventory for departmental staff.
  • Act as administrative support for the Vice Provost's assistant as needed.
  • Provide administrative assistance to the Dean and directors, including travel arrangements, event planning, and scheduling support.
  • Handle sensitive and confidential matters for Undergraduate Admissions staff.
  • Process employee reassignments and other necessary actions.
  • Serve as a liaison for staff inquiries related to payroll, taxes, and direct deposit.
  • Support mandated reporting through the Evaluation and Selection Process.
  • Manage supply inventory and facility requests.
  • Participate as front desk staff for the visit center.
  • Support general email accounts and phone inquiries as required.
  • Engage in admissions events for prospective and admitted students.
  • Perform additional duties as assigned.

Qualifications

To be successful in this role, candidates should possess strong organizational and interpersonal skills, demonstrate a solid customer service orientation, and be adept at managing multiple priorities independently. A proactive approach to identifying inefficiencies and proposing solutions is essential.

Minimum Requirements

  • High School Diploma or equivalent.
  • Three years of relevant experience.

Preferred Qualifications

  • Bachelor's Degree.
  • Three or more years of experience supporting higher-level executives.
  • Experience providing operational and administrative support in a leadership context.

We value diversity, equity, and inclusion in our workplace and encourage all qualified applicants to apply.

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