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SOURCE Administrative Coordinator

Employer
Johns Hopkins University
Location
Baltimore, Maryland, United States
Salary
Salary Not Specified
Date posted
Apr 16, 2024

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

We are seeking aSOURCE Administrative Coordinatorwill provide high-level administrative, budgetary and project management to support the day-to-day operations of SOURCE, the community engagement and service-learning center for the JHU Schools of Public Health, Nursing, and Medicine. They will be responsible for the management of numerous functions of a fast-paced, interdisciplinary office. The Administrative Coordinator will provide support to the Center Director, along with Center staff, students, faculty, and community partners. The position assists the Center Director with the daily operations of SOURCE, including coordination of a variety of internal and external events, building and maintaining relationships with internal and external partners, managing budgetary responsibilities, and resolution of day-to-day problems and activities. They must be competent to a high degree in the skills and organizational ability required for the efficient running of an office devoted to community engagement, service-learning, and social justice. The position is highly visible and will be the first point of contact to SOURCE for all constituents, including students, faculty, and staff, as well as community partners.

Specific Duties & Responsibilities


Event Planning

  • Support team with special event planning, coordination and execution. Responsible for securing event venues for special events and programming.
  • Coordinate with Special Events Teams to arrange event room setups including all A/V needs.
  • Track RSVPs and prepare guest lists.
  • Select caterers for event.
  • Assist with planning of and participate in special event programs during occasional weekends and evenings (including Baltimore Week, National Volunteer Week, Tri-Schools Days of Service, and 1-time service events).


Administrative Support

  • Provide administrative support for SOURCE staff; manage schedules, answer phone and center’s general email account, manage files, and handle travel arrangements – including scheduling SOURCE Governing Board Meetings and site visits to community-based organizations.
  • Field and respond to information requests from all levels of internal (faculty, staff, students) and external individuals and organizations regarding policies, procedures, and services under the purview of the center.
  • Open, sort and distribute mail.
  • Take meeting minutes and distribute them in a timely fashion; monitor follow-up action items as necessary (Governing Board, Community Council).
  • Maintain records through electronic filing, retrieval, retention, storage, compilation, data entry, updating, and destruction.
  • Database management: Maintain community-based organization (CBO) database to ensure information is up-to-date.
  • Establish working relationships with vendors.
  • Maintain materials and resources (supplies) used in the office.
  • Assist the financial team with reconciliation of expenses and receipts, including verifying purchase card orders and tracking all expenses in real time.
  • Prepare travel reimbursements, purchase requisitions, check requisitions, invoices, and payments to scholars, community partners, and faculty fellows.
  • Provide appropriate referrals to resources and services available through SOURCE, as well as other JHU and community programs.
  • Serve as back-up support to the Communications Specialist for SOURCE’s weekly electronic newsletter – SOURCE Weekly Service Scoop.
  • Manage the process of reviewing community-based organizations that apply for SOURCE partnership, including tracking and scheduling all steps of the process.
  • Maintain community-based organization (CBO) partnership information through SOURCE database, Hopkins Engage, SOURCE website and other relevant files.


Project Management

  • Assist with preliminary review of program applications, support selection committees, serve as contact for program participants.
  • Ensure SOURCE’s website is up-to-date with the latest information relating to SOURCE events and programs, as well as maintaining correct information for community partners.
  • Serve as primary support for SOURCE and SOURCE groups on Hopkins Engage, the University’s online community engagement platform. Set up sub-groups, track and verify activities, submit events through the system.


Reporting

  • Use various software applications, such as spreadsheets, reporting databases and software packages such as Qualtrics to manipulate and format data and/or reports.
  • Distribute weekly students’ community involvement reports to department team.
  • Track and report center event and meeting activities.
  • Must be present and accountable during key activities and events sponsored, co-sponsored or offered by SOURCE.
  • A variety of special projects and other duties as assigned.


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
  • Two -three yrs. administrative/office experience, preferably in an academic setting.
  • Must possess strong attention to detail, and excellent organizational, time-management, customer service, and communication skills.
  • Experience with handling budgets and payment processes preferred.
  • Must be highly motivated and possess the ability to work both independently and as part of a team.
  • Commitment to an ethic of community service, and the growth, education, and independence of students.
  • Ability to work successfully with students, community leaders, administrators and faculty.
  • High degree of self-motivation and initiative.
  • Ability to work independently, as well as willingness and availability to work weekend and evening hours for special projects.
  • Must complete a great number of projects without supervision, but must realize and seek appropriate input, advice and assistance when needed.
  • Experience with Microsoft Office Suite required.
  • Willingness to learn how to update SOURCE’s web site (experience preferred: Drupal).
  • Maturity and the good judgment and sensitivity to deal tactfully with students, faculty, staff and others who may have concern with the office are essential.

Classified Title: Administrative Coordinator
Job Posting Title (Working Title): SOURCE Administrative Coordinator
Role/Level/Range: ATO 37.5/02/OE
Starting Salary Range: $18.00 - $33.50 HRLY ($49,000 targeted; Commensurate with experience)
Employee group: Full Time
Schedule: Monday to Friday: 8:30 am – 5:00 pm
Exempt Status: Non-Exempt
Location: Hybrid: On-site 3-4 days a week
Department name: 60000901-PH Practice and Training
Personnel area: School of Public Health

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, the JHU 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:
https://www.eeoc.gov/sites/default/files/2023-06/22-088_EEOC_KnowYourRights6.12ScreenRdr.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 visithttps://accessibility.jhu.edu/.

Johns Hopkins has mandated COVID-19 and influenza vaccines, as applicable. The COVID-19 vaccine does not apply to positions located in the State of Florida. 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 visithttps://www.hopkinsmedicine.org/coronavirus/covid-19-vaccine/ and all other JHU applicants should visithttps://covidinfo.jhu.edu/health-safety/covid-vaccination-information/.

The following additional provisions may apply, depending upon 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.


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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