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Sr. Administrative Coordinator

Employer
Johns Hopkins University
Location
Maryland, United States
Salary
Salary Not Specified
Date posted
May 1, 2023

Johns Hopkins, founded in 1876, is America's first research university and home to nine world-class academic divisions working together as one university.

The Center for Educational Outreach (CEO) within the Whiting School of Engineering (WSE) at Johns Hopkins University will have significant impact on the future science, technology, engineering, and math (STEM) workforce by increasing the number of STEM leaders from underrepresented groups. Our mission is to engage JHU faculty and students to inspire and prepare PK-12 students in STEM education and careers. CEO is the resource for Johns Hopkins University STEM faculty and students seeking STEM educational outreach opportunities with PK-12 students, teachers and/or families of Baltimore City Public Schools (City Schools).



We are seeking a Sr Administrative Coordinator who will report to the Executive Director of the Center for Educational Outreach. The position will provide support to the Centers leadership and support a variety of initiatives including Henderson-Hopkins Math Tutorial Project, Charm City STEM League (CCSL), STEM Achievement in Baltimore Elementary Schools (SABES), Whiting Internship in Science & Engineering (WISE), Baltimore Online Algebra for Students in Technology (BOAST), and the Barclay-Hopkins STEM Partnership.

Specific Duties & Responsibilities

  • Support of the Center Leadership.
  • Manage Executive Directors calendars and others, as needed.
  • Plan, coordinate and support numerous repetitive cross-divisional, internal, and external meetings with stakeholders including:
  • Management for each meeting (some annual, monthly, or semi-annually) including scheduling, drafting agenda, taking minutes and providing meeting materials.
  • Communication clearly and timely with stakeholders to maintain excellent relationships.
  • Make travel arrangements, manage purchasing card (p-card), and process expense reimbursements for Center leadership through the Concur software.
  • Ensure timely reporting of Center outcomes and impacts and create reports for various audiences.
  • Represent the Center by participating on WSE committees including marketing & communications and Engineers Week (e-week)
  • Serve as an ambassador for the Center at JHU and community events to share opportunities for engaging with the Center.
  • General Administrative Office Support
  • Order supplies, research appropriate vendors, as necessary, and ensure compliance with both the University and specific grants policies.
  • Inventory and maintain CEO supplies and equipment including copiers, laptops, and other A/V equipment.
  • Process online payments through SAP software including travel reimbursements through Concur for other staff.
  • Create and manage new employee onboarding process.
  • Hire student workers and supervise student workers, as needed.
  • Plan and coordinate team outings and celebrations
  • Coordinate office space and furniture needs, facilities, operations, mail, and shipping, custodial concerns, and other work requests; Manage office keys, j-card access, and parking passes and track distribution.
  • Assist with scheduling and logistics for Center events and maintain Center annual calendar.
  • Ensure office coverage during required business hours.
  • Maintain hybrid schedules for eligible staff.
  • Create and manage the Centers physical and digital organization processes.
  • Other duties as assigned.

Operations

  • Administrator for Hopkins Engage (Give Pulse) volunteer database. Become expert user, able to enter data, provide support to other CEO staff 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.
  • Help ensure compliance of the JHU Safety of Children in University Programs policy for volunteers, student workers, and staff coordinating with WSE Human Resources representatives.
  • Manage the process, each semester and summer, for paid and unpaid research internships for high school students ensuring JHU compliance (hiring, visiting student, vaccine management system)
  • Assist with program recruitment both JHU affiliates and PK-12 students from Baltimore City Public High Schools (City Schools)
  • Manage and support the nomination process and selection committee for the Centers awards.
  • Organize and plan campus visits for City Schools teachers and students, as needed.
  • Create, where necessary, and maintain the Centers website, social media, newsletter, mailing lists, etc.
  • Update business continuity plan for CEO
  • Document and improve office processes.
  • Some evenings and weekends required.
  • Other duties as assigned.
Special Knowledge, Skills, & Abilities

  • Strong written and oral communication skills.
  • Skilled at proactive problem-solving.
  • Excellent interpersonal skills.
  • Data collection, analysis, and presentation skills.
  • Basic financial skills (mathematics and spreadsheets)
  • Excellent organizational and time management skills.
  • Proficient event planning and meeting coordination skills.
  • Must be detail-oriented and able to 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 PK-12 students, parents/caregivers, and teachers.
  • Experienced with learning new systems.
  • Demonstrated understanding of the importance of diversity, equity and inclusion in education and outreach.
  • Takes direction and ownership to meet project goals.
  • Technical qualifications or specialized certifications:
  • Proficient with the Microsoft Office 365 Suite, particularly Outlook, Word, Excel, PowerPoint.
  • Proficient with team collaboration platforms (One Drive, MS Teams, SharePoint One Note, Google Docs, Sheets, and Forms)
  • Proficient with operating virtual meetings (Zoom, MS Teams, etc.)
  • Experience with Adobe Acrobat Pro and DocuSign, SAP (hiring and financials), Concur, Word Press, Mailchimp, GivePulse or similar programs preferred.
Physical Requirements


  • Stand, walk, and sit for extended periods of time.
  • Talk to hear (both in person and by phone)
  • Use hands and fingers to handle objects or controls.
  • Extensive keyboarding/typing.
  • Regularly required to stoop, bend, kneel and crouch and lift up to 25 pounds.
  • Supervisory responsibility: Student workers.


Minimum Qualifications
  • High School Diploma or graduation equivalent.
  • Five years progressively responsible administrative experience.
  • Additional education may substitute for required experience, to the extent permitted by the JHU equivalency formula. JHU Equivalency Formula: 30 undergraduate degree credits (semester hours) or 18 graduate degree credits may substitute for one year of experience.


Preferred Qualifications
  • Bachelor's Degree.

Classified Title: Sr. Administrative Coordinator
Role/Level/Range: ATO 37.5/03/OF
Starting Salary Range: $20.40-$28.00-$35.70 HRLY (Commensurate with experience)
Employee group: Full Time
Schedule: 37.5
Exempt Status: Non-Exempt
Location: ​​​​​​​Hybrid/Homewood Campus
Department name: ​​​​​​​Center for Educational Outreach
Personnel area: Whiting School of Engineering

Total Rewards
The referenced salary range is based on Johns Hopkins University’s good faith belief at the time of posting. Actual compensation may vary based on factors such as geographic location, work experience, market conditions, education/training and skill level. Johns Hopkins offers a total rewards package that supports our employees' health, life, career and retirement. More information can be found here: https://hr.jhu.edu/benefits-worklife/

Please refer to the job description above to see which forms of equivalency are permitted for this position. If permitted, equivalencies will follow these guidelines:
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.

**Applicants who do not meet the posted requirements but are completing their final academic semester/quarter will be considered eligible for employment and may be asked to provide additional information confirming their academic completion date.


The successful candidate(s) for this position will be subject to a pre-employment background check. Johns Hopkins is committed to hiring individuals with a justice-involved background, consistent with applicable policies and current practice. A prior criminal history does not automatically preclude candidates from employment at Johns Hopkins University. In accordance with applicable law, the university will review, on an individual basis, the date of a candidate’s conviction, the nature of the conviction and how the conviction relates to an essential job-related qualification or function.

The Johns Hopkins University values diversity, equity and inclusion and advances these through our key strategic framework, theJHU Roadmap on Diversity and Inclusion.

Equal Opportunity Employer

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.

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

Accommodation Information

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 Talent Acquisition Office atjhurecruitment@jhu.edu. For TTY users, call via Maryland Relay or dial 711. For more information about workplace accommodations or accessibility at Johns Hopkins University, please visitaccessibility.jhu.edu.

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. 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 campus. 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.

Note: Job Postings are updated daily and remain online until filled.


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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