Sr. Administrative Coordinator

Location
Maryland, United States
Salary
Salary Not Specified
Posted
Jan 22, 2021
Employment Level
Administrative
Employment Type
Full Time

General Summary/Purpose

The Sr. Administrative Coordinator will provide support to the Assistant Dean of the Center for Educational Outreach (CEO) in WSE on a variety of initiatives; including SABES, WISE, Engineering Innovation and Barclay-Hopkins STEM Partnership to transform Barclay into a PK-8 STEAM school.

Specific Duties & Responsibilities

Support of the Assistant Dean:30%

  • Manage the Dean’s calendar and Directors’ calendars as needed
  • Plan, coordinate and support numerous repetitive cross-divisional, internal and external meetings with VIPs

including:

  • project management for each of these meetings. Some are annual, monthly, or semi-annually.
  • Drafting agenda
  • Taking minutes, and
  • Providing meeting materials
  • event management for each meeting
  • clear communication with VIPs so as to maintain excellent relationships
  • Make travel arrangements and process expense reimbursements for Assistant Dean and Directors
  • Collect data and draft and/or edit reports on CEO accomplishments for various audiences
  • Draft/write/edit emails, reports, presentations, job descriptions, and grant proposals.
  • Organize the CEO electronic files
  • General Administrative Office Support: 25%

    • Order supplies: create shopping carts in SAP, research appropriate vendors as necessary, understanding policies related to allowable costs
    • Inventory and maintain CEO equipment including copiers and loaner laptops
    • Process online payments through SAP including travel reimbursements through Concur
    • Manage new employee onboarding
    • Hire and supervise student workers
    • Process student worker hires and payments through SAP
    • Plan and coordinate team outings and celebrations
    • Serve as point person for office space and furniture needs, facilities, operations, mail and shipping, custodial issues and other work requests.
    • Assist with scheduling and logistics for special events Lock and secure office at the end of each day, open at start of day.
    • Manage office keys and parking passes and track distribution
    • Manage a p-card and complete monthly reconciliation
    • Other duties as assigned

    Operations: 45%

    • Administrator for HopkinsEngage (GivePulse) volunteer database. Become expert user, able to enter data, provide support to other CEO users and address issues with the vendor. Be able to run reports and extract data seasonally and ad hoc. Be able to import data as needed.
    • Project manage the volunteer process. Each summer and each semester we have groups of volunteers that need to comply with the Child Safety Policy. So this person identifies who needs to be trained and cleared, communicates this to them, tracks their training status, gets them scheduled for fingerprinting (requires coordinating with vendor, HR and others on Homewood campus), verifies that they are cleared to work and resolves issues if not.
    • Manage groups of high school students each semester and summer for paid and unpaid research internships

    through the visiting student process. This process is time consuming and cumbersome, so the admin coordinator should work on process improvement across the organization once they get settled in.

    • Assist OST Program manager with WISE program JHU mentor recruitment and student recruitment from Baltimore City Public High Schools
    • Lead the nomination process and selection committee for the Irini J Mouralis Convocation award
    • Organize and plan campus visits for Baltimore City Public Schools as needed
    • Maintain CEO website and social media by contributing content and soliciting updates from team members
    • Responsible for developing and delivering CEO enewsletter for teachers obtaining input from team members and partners
    • Participate in CEO and partner events leading STEM activities, as needed
    • Lead annual Tower of Power and participate in eWeek committee
    • Recruit volunteers
    • Liaison with WSE Marketing and Communications for CEO
    • Update business continuity plan for CEO
    • Document and improve office processes
    • Occasional evenings or weekend work
    • Other duties as assigned

    Minimum Qualifications(Required)

    High School diploma/GED

    Five (5) years progressively responsible administrative experience.

    Additional education may substitute for required experience, to the extent permitted by theJHU 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. *

    Preferred Qualifications

    • Bachelor’s degree preferred.
    • Experienced with learning new systems

    Special Knowledge, Skills, and Abilities

    • Strong written and oral communication skills
    • Excellent interpersonal skills
    • Data collection, analysis and presentation skills
    • Basic financial skills (mathematics and spreadsheets)
    • Time management skills
    • Proficient event planning and meeting coordination skills
    • Must be detail-oriented and follow through on all assignments
    • Able to manage multiple projects with varying and competing deadlines.
    • Comfortable communicating with faculty, JHU students and leadership as well as Baltimore K-12 students, parents and teachers
    • Demonstrated understanding of the importance of diversity, equity and inclusion in education and outreach.

    Proficiency in MS Office suite (Word, Excel, Powerpoint), Sharepoint, Zoom, MS Teams and Adobe Acrobat pro skills required; SAP (hiring and financials), Concur, MS Visio, Canva, experience desired.

    Experience with Word Press, MailChimp, GivePulse or similar programs preferred.

    Classified Title: Sr. Administrative Coordinator
    Working Title: Sr. Administrative Coordinator ​​​​​
    Role/Level/Range: ATO 37.5/03/OF
    Starting Hourly Pay Rate Range:
    Employee group: Full Time
    Schedule: Monday - Friday, 8:30a to 5:00pm / 37.5 hrs per week in cluding some evenings and weekends
    Exempt Status: Non-Exempt
    Location:01-MD:Homewood Campus
    Department name: 10001500-Center for Educational Outreach
    Personnel area: Whiting School of Engineering

    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 atjhurecruitment@jhu.edu. For TTY users, call via Maryland Relay or dial 711.

    The following additional provisions may apply depending on which campus you will work. Your recruiter will advise accordingly.

    During the Influenza ("the flu") season, as a condition of employment, The Johns Hopkins Institutions require all employees who provide ongoing services to patients or work in patient care or clinical care areas to have an annual influenza vaccination or possess an approved medical or religious exception. Failure to meet this requirement may result in termination of employment.

    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.

    EEO is the Law
    Learn more:
    https://www.eeoc.gov/sites/default/files/migrated_files/employers/poster_screen_reader_optimized.pdf

    Homewood Campus


    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 jhurecruitment@jhu.edu. For TTY users, call via Maryland Relay or dial 711.

    The following additional provisions may apply depending on which campus you will work. Your recruiter will advise accordingly.

    During the Influenza ("the flu") season, as a condition of employment, The Johns Hopkins Institutions require all employees who provide ongoing services to patients or work in patient care or clinical care areas to have an annual influenza vaccination or possess an approved medical or religious exception. Failure to meet this requirement may result in termination of employment.

    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.

    EEO is the Law
    Learn more:
    https://www1.eeoc.gov/employers/upload/eeoc_self_print_poster.pdf
    Important legal information
    http://hrnt.jhu.edu/legal.cfm

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