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Administrative Coordinator

Employer: Johns Hopkins University
Location: Maryland, United States
Salary: Salary Not Specified
Date posted: May 17, 2023

Position Type: Administrative, Business & Administrative Affairs, Business & Administrative Support, Other Business & Administrative Affairs
Employment Level: Administrative
Employment Type: Full Time

Johns Hopkins Carey Business School is seeking anAdministrative Coordinatorto serve as the Administrative Events Coordinator with the Office of Faculty & Research. This position will be responsible for coordinating a wide range of departmental events/activities for OFR and the Research Centers, administrative duties, and project support of the Office of Faculty and Research (OFR). Duties require event & activity planning/staffing, customer service, problem-solving, attention to detail, discretion, creativity, and initiative.

Specific Duties & Responsibilities

Project & Event Support 60%

Works with Carey's Event Planning & Space Management (EPSM) team as OFR’s primary POC for High Profile (Tier 1) events to host academic research conferences in DC and Harbor East.
Creates registration link, manages the collection of registration fees, oversees paper submissions and collection of submission fees, reserves offsite hotel rooms for guest speakers, manages the reimbursement process for transportation for guest speakers, assists with Zoom support, orders branded items for giveaways, provides day-of staffing, assists with managing the budget, and prints nametags, name tents and supplies for academic research conferences.
Assists with planning efforts and day-of support for the Quarterly Dean’s Meeting with Faculty. Includes printing nametags, registration lists, and managing day-of registration.
Coordinates Medium Profile (Tier 2) events, such as workshops, meetings/retreats, and departmental event/activities – planning logistics that include securing event space, ordering food and beverages, ordering supplies, making travel arrangements, obtaining and placing signage, and ensuring appropriate dcor (floral, linens, color schemes, etc.) to meet the quality expectations of the nature of the events. This includes our Guest Speaker in the Classroom, Adjunct Faculty Orientation & Meetings, Diving into the Disciplines (DID), Navigating Academic Life (NAL), HBHI, Quarterly Faculty meetings, etc.
Manages catering orders onsite in DC & Harbor East for events/meetings for Tier 2 and Tier 3 events.
Submits Loading Dock Requests and catering orders to Carey Event Planning & Space Management
Assist with taking minutes during Faculty Meetings when needed.
Proposes new ideas to improve the event planning and implementation process.
Finds solutions for any problems that arise during the event.
As needed, prepare name tags, materials, notebooks, packages, gift bags, registration lists, seating cards, etc.
On occasion, available on the weekends and evenings to staff special events.

General Administrative Support 20%

Provide outstanding customer-oriented services to internal and external constituents, such as faculty members, staff, guests/visitors, and research centers.
Requires contact with employees at all levels of the organization, both internal and external customers.
Annual Call for Academic Conference Proposals – initiate, collect, track requests and update the spreadsheet for proposals. Prepare internal approval form for Vice Dean signature and circulation amongst the committee/team.
Schedules review meeting for planning committee for Annual Call for Academic Conference Proposals
Maintain SSRN submissions (monthly).
Assist faculty and OFR staff with scheduling/reservation requests of other Carey spaces.
Assist with hotel accommodations, arrival at Carey, and presentation site when needed.
Maintains Faculty Events shared calendar.
Assist with reserving faculty hotel offices in Harbor East; works with Carey Operations to reserve faculty hotel space in Washington DC if needed.
Creates and edits Word documents, Excel spreadsheets, and PowerPoint presentations for various meetings and presentations, including meeting minutes per the manager's discretion.
Processes UPS shipments and general mail for the unit.

Financial Related 15%

Maintain procurement card (PCard) for events and general purchases for OFR and research centers.
Prepare travel expense reports via SAP Concur for full-time senior faculty.
Follows up with guests and collects receipts and other necessary information for Guest Speaker in the Classroom reimbursements to give to the Budget Analyst/Specialist.

Miscellaneous 5%

Assists with school-wide functions that require broader support, such as Graduation (May & August) and New FT Faculty Orientation.
Order business cards and name tags for new faculty.
Other duties as assigned.

Special Knowledge, Skills, & Abilities

Strong organizational skills, with an ability to multitask.
Attention to detail, both in communications and tasks/projects
Ability to work independently and manage priorities.
Ability to work at a fast pace under multiple work distractions.
Demonstrated experience in customer service, excellent communication skills.
Working knowledge of internet/web-based resources.
Strong computer skills, email skills, and professional etiquette.
Knowledge/proficiency of Windows applications including Word, Excel, and PowerPoint.
Interest in mastering new software or online university systems.
Operates personal computer to access e-mail, electronic calendars, and other basic supportive software.

Minimum Qualifications

High School Diploma or graduation equivalent.
Three years related experience.
Additional education may substitute for required experience, to the extent permitted by the JHU equivalency formula.

Preferred Qualifications

Experience in higher education environment desired.
Bachelor's degree from a regionally accredited college or university preferred.
Experience in higher education environment desired. Familiarity with Carey Business School goals, standards, policies, and procedures preferred.

Classified Title: Administrative Coordinator
Role/Level/Range: ATO 37.5/02/OE
Starting Salary Range: $17.95-$25.30-$32.60 HRLY (Commensurate with experience)
Employee group: Full Time
Schedule: M – F 8:30 – 5:00 PM (Hybrid)
Exempt Status: Non-Exempt
Location: Hybrid/JH at Harbor East
Department name: Faculty & Research Administration
Personnel area: Carey Business School

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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