Hire Hopkins is a remote-first, design-thinking office at Johns Hopkins University. We're focused on partnering with employers from a wide variety of industries to enhance job recruitment opportunities for students at all nine academic divisions of Johns Hopkins University. Our success means bringing awesome jobs and internships to our talented and qualified students. We're a small, but highly ambitious office frequently working on a variety of projects that focus on hiring outcomes and connecting the university to hundreds of employer partners across the globe.
Reporting to the Executive Director of Hire Hopkins, we are seeking an Administrative Program Coordinator who will serve as the backbone of our operations, providing crucial administrative and operational ownership, technology optimization, and data-driven decision making. As a 4-person university-wide team, we require great autonomy, expertise, collaboration and ownership over the areas we each manage.
Specific Duties & Responsibilities
Administrative Leadership
- Manage the Hire Hopkins email inbox, serving as the first point of contact for our employers and stakeholders. This includes responding to inquiries, routing messages to our school partners, and determining appropriate next steps internally to achieve hiring outcomes.
- Plan, create, and distribute mechanisms for feedback from hiring partners, JHU stakeholders, and students.
- Own expense management in Concur, including processing reports, tracking + reconciling transactions, and ensuring policy compliance.
- Lead all of our administrative and tech needs to ensure smooth program operations.
- Manage online program logistics and processes.
- Maintain vendor relationships and make sure our yearly needs are covered.
- Optimize admin processes for the Hire Hopkins office internally, with our stakeholders, and with our employers.
- Lead the administrative component (planning, coordinating, and executing) various initiatives.
Tech Lead and Operations
- Managing technology infrastructure (website, SharePoint, CRM, and use of existing tech tools we utilize to do our work internally and with the hundreds of employers we engage with annually e.g. Handshake).
- Maintain and update the Hire Hopkins website.
- Manage SharePoint sites and ensure proper file organization.
- Assist with CRM management and optimization in the short-term until a long-term solution is chosen by the Office of Digital Transformation.
- Collaborate with the Handshake system admin to monitor job postings and employer interactions.
- Serve as the Hire Hopkins owner of technology platforms and POC to the Office of Digital Transformation.
- Identify/implement technology solutions for our office's needs.
- Ensure seamless tech implementation and integration between ODT and the Hire Hopkins office.
- Optimize tech systems and use for the Hire Hopkins office internally, with our stakeholders, and with our employers.
- Lead Hire Hopkins technology adoption initiatives providing strategic recommendations and directing digital asset management.
Data Tracking and Updates
- Own Hire Hopkins data collection and analysis (in collaboration with and with a dotted line to Jayme Gann, Sr. Business Intelligence Analyst in the Office of Digital Transformation).
- Create, maintain, and analyze accurate records of event details, including registrations, feedback surveys, and outcomes.
- Examples include tagging jobs in Handshake, ensuring CRM data accuracy and currency.
- Partner with and collaborate with the Office of Digital Transformation to design and maintain dashboards for ad hoc and yearlong data requests.
Data Analysis and Cleanup
- Perform basic data analysis on internal metrics and survey results.
- Generate insights from metrics.
- Recommend improvements based on analysis.
- Collect and manage data from multiple sources, ensuring accuracy and consistency.
- Create regular reports on program metrics and outcomes.
- Coordinate with the Office of Digital Transformation to ensure data are properly cleaned and formatted for advanced analysis by their office.
- Use data visualization tools to present insights to non-technical audiences.
- Collaborate on data-driven solutions to optimize events, student engagement, and employer outreach.
Special Skills, Knowledge & Abilities
- The ideal candidate enjoys working with data and is tech-savvy.
- Expertise in various software tools and platforms (Excel, Handshake, SharePoint).
- Strong analytical capabilities and data management skills (Excel pivot tables, building quick reports, interpreting dashboards).
- Excellent written and oral communication.
- Experience with/respect for the unique data security requirements of the higher education industry (i.e., FERPA and PII).
- Exceptional organizational skills and attention to detail.
- Ability to work independently and collaboratively resolving complex problems while maintaining a positive 'can-do' attitude.
- Able to be adaptable, data-focused, and outcomes-driven.
- As part of a small team within a large organization, the ability to handle multiple stakeholders with grace is key. We operate with a 'startup' culture, benefiting from the resources of a larger organization.
- Team members must enjoy remote work and be available 9am-5pm EST. We provide a laptop and cellphone.
Core Competencies
- Strong problem-solving and analytical abilities.
- Excellence in stakeholder communication.
- Initiative and ownership mindset.
- Process improvement orientation.
- Attention to detail and organizational skills.
- Ability to handle confidential information with discretion.
- Commitment to data security compliance (FERPA and PII).
Minimum Qualifications
- Bachelor's Degree.
- Three years of progressively responsible professional-level administrative or finance experience. Additional experience may substitute for education, to the extent permitted by the JHU equivalency formula.
Preferred Qualifications
- Five plus years of experience in operations, program administration, or related field.
- Demonstrated experience owning operational initiatives and complex projects.
- Strong analytical skills with experience in data-driven problem solving.
- Advanced proficiency with business technology tools (Microsoft Office Suite, CRM systems).
- Proficiency with data visualization tools (Excel and PowerBI).
- Competency with website management and SharePoint administration.
Classified Title: Administrative Program Coordinator
Role/Level/Range: ATP/03/PC
Starting Salary Range: $53,800 - $94,400 Annually ($70,000 targeted; Commensurate with experience)
Employee group: Full Time
Schedule: M-F 8:30 am - 5:00 pm EST
Exempt Status: Exempt
Location: Remote
Department name: Hire Hopkins
Personnel area: University Student Services
