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Sr. Administrative Coordinator Teaching and Learning

Employer
Johns Hopkins University
Location
Maryland, United States
Salary
Salary Not Specified
Posted date
Jul 20, 2021

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Position Type
Administrative, Business & Administrative Affairs, Business & Administrative Support
Employment Level
Administrative
Employment Type
Full Time
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The Department of Education, Teaching and Learning seeks aSenior Administrative Coordinator who will provide administrative support to Teaching & Learning@Carey (T&L), including high level executive support, oversight of both office operations and select curriculum- and faculty-development-related projects and processes. The position will interact with a wide variety of Carey staff and faculty and external constituents. T&L’s fast-paced, dynamic, and collaborative environment requires the incumbent to be nimble, flexible, innovative, and extremely well-organized. This position reports to the Assistant Dean of Teaching & Learning@Carey and works closely with all 20+ members of the T&L team. Must be available to work nights and weekends on an occasional basis.

Specific Duties & Responsibilities:

Executive Support (50%)

    Manage calendars and all scheduling for both Assistant Dean for Teaching & Learning and the Director of Teaching & Learning.
    Ensure both the Assistant Dean and Director are adequately prepared for all meetings with internal and external stakeholders by prioritizing strategically and providing necessary documentation. Schedule, plan, and coordinate multiple longitudinal cross-departmental teaching initiatives for faculty and staff including but not limited to Task Forces, Learning Communities, and select Committees. For departmental meetings, ensure agenda is prepared and distributed, catalog action items, and help implement any follow up plans in conjunction with T&L Director and Assistant Dean of T&L. Ensure adequate feedback loop to the Assistant Dean and Director on conflicts and issues in team processes.

Office Administration (20%)

  • Point of contact for guests and visitors for the T&L Director and supervisors
  • Provide high-level team support by maintaining central T&L calendar, coordinating all departmental and leadership team meetings, and providing travel and conference assistance to staff. Draft emails and other correspondence on behalf of T&L team members (such as meeting invitations, synchronous session invitations)
  • Use various software (e.g., spreadsheets, databases) to gather and maintain T&L team member information, and ensure that internal and external T&L information remains up-to-date
  • Manage centralized communications for T&L, including oversight of the general inbox, email groups and contact lists, and directing inquiries and requests to appropriate team member.
  • Serve as liaison between T&L, and other Carey units
  • Coordinate special projects—such as visits with third-party vendors—for the T&L departments that affect internal operations and/or external programs
  • Use MS Teams to triage team member requests and to communicate status updates regarding tasks and projects
  • Order textbook desk copies for T&L staff

Budget (10%)

  • Manage T&L budget in collaboration with the Finance and Administration unit
  • Process invoices using SAP
  • Oversee office supply orders specific to T&L
  • Use Procurement Card for purchasing in accordance with university policies
  • Reconcile monthly Procurement Card statements and resolve discrepancies that arise, working with team members to correct documentation when appropriate
  • Support T&L staff by answering questions and providing guidance reimbursements and other finance-related matters
  • Identify cost-saving opportunities

Event Coordination and Scheduling (10%)

  • Serve as Event Lead and coordinator for all T&L events held at Harbor East and Washington, DC, campuses, including workshops, webinars, demos, trainings, symposia, and vendor fairs, among others.
  • Schedule all T&L events by managing and tracking event registrations, and coordinating with Operations, Events, and IT units for room reservations, IT needs, guest access request forms, and other logistical tasks for last-minute events that cannot be entered into 25Live.
  • Select and liaise with caterers for events requiring food or beverage service.
  • Prepare materials (hand-outs, PowerPoints, etc.) to be utilized at events and meetings and create and distribute post-event Qualtrics surveys; download and share report to relevant stakeholders.
  • Archive event information (invitations, invitees, attendees, vendor invoices, copies of event materials, etc.) on internal drive for future reference
  • and maintain faculty-specific attendance tracker, to be shared annually with the Office of Software and Report Services.
  • Other Duties as Assigned (10%)

    Minimum Qualifications (Mandatory):

    • High School Diploma/GED required.
    • Five years of related experience required.
    • Additional education may substitute for required experience, to the extent permitted by the JHU equivalency formula.

    Preferred Qualifications:

    • Bachelor’s degree in general office administration, higher education administration, or a closely related field preferred.
    • Experience in administrative services, event planning, budgeting, and customer service in a higher education environment strongly preferred.
    • Knowledge of SAP or general procurement processes preferred.
    • Knowledge of Blackboard, professional development for faculty, online education, and other services provided by centers for teaching and learning in the higher education setting a plus.

    Special Knowledge, Skills & Abilities:

    • Exceptional interpersonal, communication (written and verbal), and organizational skills.
    • Strong calendaring skills.
    • Ability to collaborate effectively and build strong working relationships across the School and University, as well as with external constituents.
    • Ability to collaborate effectively within a team dynamic as well as interact professionally and diplomatically with numerous constituents internally and externally.
    • Highly organized and fastidious with details.
    • Ability to handle sensitive situations with creativity, tact, confidentiality, and professionalism.
    • Ability to thrive in a fast-paced environment—potentially with frequent interruptions—where multitasking is the norm, and where establishing and maintaining policies and procedures is essential.
    • Ability to respond to requests for information in a timely and efficient manner.
    • Ability to provide recommendations to supervisors and other colleagues to address ineffective and inefficient processes.
    • Strong event planning and project management skills.
    • Ability to use technology to create administrative efficiencies and an interest in staying technically current and mastering new software or university online systems.
    • Budget management skills and knowledge of related software and web-based applications.
    • Adept in performing accurate data entry, maintaining accurate, up-to-date files and records, and ensuring confidentiality where relevant.
    • Proactive, resourceful, and self-motivated, even in unstructured job situations.

    Internal/External Contacts:

    • Internal: Carey and other JHU faculty, staff, and students.
    • External: Online partner and vendors, educational technology vendors, publishers, caterers, and others.

    Technical Qualifications/Specialized Certifications:

    • Fluent in MS Office Suite (Outlook, Word, Excel, and PowerPoint).
    • Adept in the use of web-based applications and databases/spreadsheets.
    • Working knowledge of survey tools, such as Qualtrics.

    JHU Equivalency Formula: 30 undergraduate degree credits (semester hours) or 18 graduate degree credits may substitute for one year of experience. Additional related experience may substitute for required education on the same basis. 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.

    Classified Title: Sr. Administrative Coordinator
    Working Title: Sr. Administrative Coordinator Teaching & Learning
    Role/Level/Range: ATO 37.5/03/OF
    Starting Salary Range: $20.02 - $27.51/hr (commensurate with experience)
    Employee group: Full Time
    Schedule: Monday-Friday 8:30am-5:00pm;
    Exempt Status: Non-Exempt
    Location: JH at Harbor East
    Department name: ​​​​​​​Teaching and Learning @ Carey
    Personnel area: Carey Business School

    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

    JH at Legg Mason Harbor East - Carey Business School


    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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