Administrative Coordinator

Location
Maryland, United States
Salary
Salary Not Specified
Posted
May 04, 2021
Employment Level
Administrative
Employment Type
Full Time
General Summary/Purpose

The Administrative Coordinator in the Neuroscience and Behavioral Biology Programs works largely independently to perform a range of critical and detail-oriented administrative tasks for the Department. This position works closely with the Academic Program Administrator to ensure efficient daily operations for the Programs in areas such as financial administration, event planning, building/facilities management, and general administrative office support. This position is responsible for critical data entry and recordkeeping, must be able to focus amidst consistent interruptions, and must be able to prioritize multiple projects and deadlines. This position serves as the first point of contact for visitors to the Program and must manage the front desk in a courteous and professional manner.

Specific Duties & Responsibilities

Events and Visitor Planning

  • Plan, coordinate, and/or assist with all departmental events, including: secure appropriate venue for each event; work with caterer to plan an appropriate menu, with budget and dietary restrictions in mind; circulate announcements/invitations to the event; record RSVP and/or attendance as necessary; assist with venue set-up and/or clean-up as appropriate
  • Provide administrative support for Nu Rho Psi events, including: attending Executive Board meetings, ordering food for General Body Meetings, making travel arrangements for incoming speakers for the Undergraduate Research Symposium, High Table and Brain Awareness Week; making hotel reservations for incoming speakers; managing the honorarium process from vendor set-up through payment; ordering catering for the events
  • Occasionally purchase food/supplies in person as needed for events

Organization of Records

  • Maintain records of Neuroscience students research, including names and locations of research, names and email addresses of PIs in research labs, credits per semester for each assigned research
  • Keep records of purchases, events, and supplies (both electronic and hard copy)
  • Keep current databases of students and alumni.
  • Keep a database of events from vendors used, supplies needed and a list of everything needed.
  • Maintain program office calendars using electronic calendaring system
Building/Facilities Management

  • Serve as one of the key coordinators for the department; accurately maintain inventory of departmental keys including current and accurate lists of keys and key holders; order new keys as necessary
  • Coordinate facilities, maintenance, and custodial services as necessary for all departmental spaces
  • Coordinate all recycling requests (furniture, electronic, or “regular” recycling)
  • Under the direction of the Academic Program Administrative, coordinate details for office moves as necessary
  • Initiate telecommunications service requests
  • Check each day to see what needs to be done in the office to keep it orderly.
  • Check supplies needed regularly.
  • Organize and distribute daily mail and package deliveries
  • Assign keys to students and faculty; maintain current database of keys issued
  • Keep program bulletin boards current with relevant information
Financial and Procurement

  • Independently vet a high volume of employee and non-employee travel and non-travel business expense reimbursement requests for appropriateness and completeness
  • Initiate reimbursement transactions with particular attention to accuracy in data entry; monitor workflow through to final approval and release by Accounts Payable
  • Independently review vendor invoices for correctness prior to initiating online payment request transaction
  • Initiate online payment requests, with attention to accuracy in data entry; monitor workflow through to final approval and release by Accounts Payable
  • Initiate shopping carts and manage purchase orders, including completing goods receipts as required and/or resolving PO-related discrepancies
  • Initiate paperwork and process payments for Independent Contractors
  • Use PaymentWorks to set up new vendors
  • Order materials for the Neuroscience labs, including animals and supplies
  • Keep records of lab supplies including: supply information (type, quantity, model number), vendor/manufacturer and purchase order information
  • Collect and process membership dues for Nu Rho Psi Honor Society (Fall semester) and National Nu Rho Psi (Spring semester)
  • Oversee student employees’ hiring and payroll processes. Process weekly timesheets, initiate hiring and termination ISRs; assist with any HR/payroll issues for students
  • Track Procurement Card (P-Card) purchases and submit them weekly for review.
  • Keep records of all purchases made.
Minimum Qualifications(Required)

High School Diploma/GED

Three (3) years related experience.

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

Some college, experience with SAP

Special Knowledge, Skills, and Abilities

Must have excellent computer skills with proficiency in MS Office, Word, Excel, Publisher, SAP, email, and electronic calendaring system.

  • Must also have experience with general office equipment (copier/scanner/fax machine) as well as general office protocols (filing and record-keeping).
  • Knowledge of JHU as an enterprise preferred.
  • Social media skills preferred, but not required.
  • Excellent oral, written, interpersonal communication skills, and telephone manner.
  • Must have excellent organization skills with the ability to pay close attention to detail, multitask, and be flexible in a dynamic environment.
  • Must work well in a team oriented office space and also possess the ability to work independently.
  • Must have knowledge of the basic business practices in a high placed, professional setting
  • Works largely independently

Classified Title: Administrative Coordinator
Working Title: Administrative Coordinator
Role/Level/Range: ATO 37.5/02/OE
Starting Hourly Pay Rate Range:$17.42 - $23.95/ Commensurate with Experience
Employee group: Full Time
Schedule:Monday - Friday, 8:30 am - 5:00 pm / 37.50 hrs per week
Exempt Status: Non-Exempt
Location:01-MD:Homewood Campus
Department name: 10003288-Neuroscience
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.

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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