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Administrative Coordinator

Employer
Johns Hopkins University
Location
Maryland, United States
Salary
Salary Not Specified
Posted date
Aug 11, 2021

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Position Type
Administrative, Business & Administrative Affairs, Business & Administrative Support, Other Business & Administrative Affairs
Employment Level
Administrative
Employment Type
Full Time
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The Office of the Dean is seeking an Administrative Coordinator who will report to the Director of Undergraduate Research for the Krieger School of Arts and Sciences to assist in managing numerous yearlong, multi-year, and summer undergraduate research programs on campus, including the Woodrow Wilson Undergraduate Research Fellowship, the Dean’s Undergraduate Research Award, the Bander and Clinger awards. The position also provides dynamic support and coordination of the visiting student summer programs such as the Andrew W. Mellon Foundation’s Humanities For All grant and STEM visiting student programs.

Responsibilities include coordinating events on campus; managing records and files, both physical anddigital; high-volume calendaring; event booking and management; high-volume hiring and on-boarding for visiting student researchers; and other duties as assigned. Normal hours will be 9 a.m. to 5:30 p.m. Event support will occasionally require local travel -- using own vehicle or transportation -- and work outside of normal business hours. This position is partially grant funded.

Specific Duties & Responsibilities:

Administrative Support

  • Schedule monthly meetings with 100+ students served by KSAS’s undergraduate research awards
  • Manage the Director’s daily calendar
  • Manage and maintain calendar in scheduling one-on-one, group meetings, conference calls, Skype meetings, etc., including monthly individual meetings with the 100+ students served by KSAS’s undergraduate research awards
  • Track invoices, travel, purchase orders, etc. for the Director and for funded students through SAP
  • File a high volume of reimbursements and payments for program and student purchases
  • Help maintain office supplies and purchase orders.
  • Greet visitors and manage flow of daily meetings with the Director
  • Answer phone and direct callers to appropriate resources
  • Other duties as assigned

Student Onboarding

  • Administer and process the hiring and onboarding of a large number of student award winners and visiting students for summer programs to ensure prompt payments
  • Ensure that students complete registration paperwork
  • Submit Visas
  • Deliver paperwork to the Registrar
  • Create student positions and initiate other transactions in SAP
  • Enter students into the payroll system
  • Compile orientation packets
  • Escort students to Garland Hall to get JHU ID’s
  • Computer, File and Website Support
  • Manage online application portal and provide support to faculty and staff reviewers
  • Maintain and update KSAS websites related to undergraduate research
  • Maintain files for current and past undergraduate research award recipients
  • Perform basic data entry for assigned projects

Event Scheduling and Coordination

  • Coordinate special events including receptions, graduation events, dinners, poster presentations, and a weekly workshop series
  • Coordinate with caterers, printing services, other vendors and various Johns Hopkins personnel to ensure all details and requirements are met for a successful event
  • Serve as a liaison with external offices such as JHM Marketing and Communications to promote special events.
  • Coordinate agenda and travel for outside speakers and guests as assigned
  • Assist in securing rooms for special events
  • Coordinate with caterers, printing services, caterers, other vendors and various Johns Hopkins personnel
  • Coordinate event A/V and other setup and access requirements as needed
  • Organize transportation to off-site events

Minimum Qualifications (Mandatory):

  • High School Diploma/G.E.D.
  • Three years of relevant experience
  • Additional education may substitute for required experience, to the extent permitted by the JHU equivalency formula

Preferred Qualifications:

  • A Bachelor’s Degree is preferred
  • Three years of progressively responsible experience, preferably in higher education

Special Knowledge, Skills & Abilities:

  • Excellent oral and written communication skills
  • Must be able to work collaboratively with students, faculty mentors, staff member and external contacts
  • Must be well-organized, detail oriented, able to multi-task and to prioritize in order to meet deadlines
  • Proficiency in using Microsoft Office (Word, Excel, Outlook, PowerPoint), SAP and other administrative software. Familiarity with Doodle, Microsoft Scheduling Assistant, and survey tools a plus.
  • Requires proficient data entry and file management skills
  • Event planning and organization skills
  • Ability to maintain confidential records

Physical Requirements:

  • Ability to receive and move deliveries of roughly 25lbs.

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 the 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: Administrative Coordinator
Role/Level/Range: ATO 37.5/02/OE
Starting Salary Range: $17.42 - $23.95
Employee group: Full Time
Schedule: M-F, 8:30 a.m. to 5 p.m.
Exempt Status: Non-Exempt
Location: ​​​​​​​Homewood Campus
Department name: ​​​​​​​Dean Office of
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.

Johns Hopkins has mandated COVID-19 and influenza vaccines, as applicable. Exceptions to the COVID and flu vaccine requirements may be provided to individuals for religious beliefs or medical reasons or because the individual is pregnant or attempting to become pregnant. Requests for an exception must be submitted to the JHU vaccination registry. For additional information, applicants for SOM positions should visit https://www.hopkinsmedicine.org/coronavirus/covid-19-vaccine/and all other JHU applicants should visit https://covidinfo.jhu.edu/health-safety/covid-vaccination-information/.

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

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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