Administrative Coordinator

General Summary/Purpose

TheAdministrative Coordinator will provide high level administrative, academic, and event planning support for the Department of Chemistry in the Krieger School of Arts and Sciences, including the Chemistry PhD Program, the Chemical Biology PhD Program, and the Platform for the Accelerated Realization, Analysis, and Discovery of Interface Materials Facility (PARADIM).

Specific Duties & Responsibilities

• Triage administrative requests made via phone, email, or walk-in
• Administrative support for PARADIM, including but not limited to user onboarding, proposal and sample tracking, school and site visit coordination, trainee support, school event planning and orchestration, and report production
• Perform administrative tasks as requested for staff and professors – including but not limited to finding information, correspondence, announcements, interacting with needed vendors for department events, scheduling, logistics for travel
• Manage correspondence related to department gifts and alumni relations
• Assist with data collection related to various periodic reports and surveys
• Update department website
• Develop presentations and reports

Examples of Measures:

• Calendars for conference rooms and lecture halls are populated with regular appointments
• Database and correspondence related to departmental gifts is up to date and accurate
• Data related to various periodic reports and surveys is accurate
• Data provided to upper PARADIM management is up to date and accurate
• Users reporting timely and effective onboarding experience
• Trainees and staff reporting effective support with PARADIM operations
• Website is updated in a timely and accurate manner

• Assit with the scheduling of oral examinations (Dept Oral, GBO, Thesis Defense) in keeping with Graduate Board and department requirements, deadlines and paperwork submission (Chemistry and CBI).
• Oversee PARADIM user visits, including those involving visiting students. Oversee student application and attendance processes for PARADIM schools; distribute onboarding and time-of-use information to school attendees.
• Maintain database of PARADIM users and their visits, particularly students
• Oversee the visiting student application process. Liaison between visiting students and faculty to ensure that application materials are completed and uploaded. Distribute onboarding information to visiting students.
• Update, review, and submit faculty teaching assignments each semester. Review online course information for accuracy; make necessary changes.
• Submit course changes
• Maintain online database (OneDrive) of course syllabi; distribute on request.
• Triage academic requests made by phone, email, or walk-in
• Provide academic support – including but not limited to course materials, copies, and correspondence
• Schedule classes, final exams, review sessions and other academic events
• Oversee placement of department tutors

• Academic requests are responded to in a timely and efficient manner
• Classes, final exams, review sessions, and other academic events are scheduled such that they do not conflict or overlap with each other
• PARADIM schools and user visits scheduled appropriately, without conflicts and in a timely manner
• Requests for department tutors are responded to in a timely manner
• Ensures that oral exams (Dept Oral, GBO, Thesis Defense) are set up efficiently.
• Academic information is available, reviewed regularly for accuracy.

• Manage annual symposiums, REU programs, Summer Programs and special event planning
• Research and acquire venues for event and housing for attendees
• Set up maintain web sites for various events
• Manage on line submission of registrations

Work with vendors on all aspects of event coordination including but not limited to printed materials, event set up/break down, processing of expenses, reimbursements, travel planning

Internal Contacts: Staff and department faculty to provide information, advise, assist, perform administrative duties; PARADIM trainees, staff, and faculty to provide information, advise, assist, perform administrative duties, and track progress; central scheduling, bookstore and Registrar to exchange information; affiliated departments to represent department, exchange information and promote department events; Dean’s office to represent department, exchange information, retrieve materials.

External Contacts: Area hotels, catering and other needed vendors for department in order to negotiate and purchase needed goods & services; PARADIM management at Cornell, to coordinate all aspects of platform operation, including user onboarding and tracking, proposal management and tracking, to plan and execute PARADIM-run/hosted events, and to track and report platform progress; Prospective PARADIM users and visitors, prospective students, postdoctoral candidates and parents and outside callers and visitors in order to advise, provide information or liaise with a more relevant contact.

Minimum Qualifications(Required)

High School diploma.

Three (3) years related experience.

Additional education may be substituted for some experience. JHU 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

Experience in project tracking, web maintenance, publications design, and multiline phone system strongly preferred.

Special Knowledge, Skills, and Abilities

Proficiency in the full Microsoft Office Suite (Outlook, Word, Excel, Powerpoint, et al.), Adobe Acrobat Pro.

• Advanced skills (or relevant training) in Filemaker, SAP systems, and web design applications (Wordpress)
• Advanced computer skills with the ability to train and assist others if needed.
• Excellent typing, telephone, organizational, interpersonal, oral and written skills, with a precise attention to detail, and ability to triage requests.
• Ability to maintain confidentiality and discretion, adhering to FERPA and other pertinent university and department guidelines.
• Advanced knowledge (or relevant training) of frequently-requested university resources – parking, summer programs, registrar, housing, etc., preferred.
• Knowledge and skills to coordinate and execute events, e.g. coordinate summer schools and site visits
• Advanced recordkeeping and reporting skills

Classified Title: Administrative Coordinator
Working Title: Administrative Coordinator ​​​​​
Role/Level/Range: ATO 37.5/02/OE
Starting Salary Range:$17.42 - $23.95/ Commensurate with Experience
Employee group: Full Time
Schedule:Monday - Friday, 8:30a - 5:00pm / 37.50 hrs per week
Exempt Status: Non-Exempt
Location:01-MD:Homewood Campus
Department name: 10001355-Chemistry
Personnel area: School of Arts & Sciences

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.

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