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Sr Administrative Coordinator

Employer
Johns Hopkins University
Location
Baltimore, Maryland, United States
Salary
Salary Not Specified
Date posted
Apr 17, 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.

The Office of Research is seeking aSr. Administrative Coordinatorto join a growing team of high-level professionals who provide superior administrative support for the Bloomberg Distinguished Professorships (BDP) program. This position will support recruitment efforts for BDPs that will be affiliated with the Data Science and AI Institute in the Whiting School of Engineering. This institute will expand a strategic area of interdisciplinary research that will position Johns Hopkins to make meaningful discoveries related to data science, machine learning, and AI.

The ideal candidate can manage multiple priorities and deadlines while providing a high level of service for the faculty co-leads that are recruiting BDP candidates. They will have experience coordinating complex faculty calendars and creating briefing materials, are willing to commit to the mission of the BDP program, and will exhibit a positive attitude while conducting business with a high degree of tact and diplomacy.

The Sr. Administrative Coordinator will report to the Sr. Administrative Manager and is expected to work in close collaboration with other Sr. Administrative Coordinators on the BDP Central Administration Team (BCAT). The primary role of this position is to ensure the smooth operation of their assigned clusters by administratively supporting the needs of highly productive faculty.

Given the very public nature of the BDP program and its importance to university leadership, this position requires a motivated professional with a strong interest and expertise in administrative support functions. The ideal candidate is a quick learner, independent, responsive, and results-oriented with strong interpersonal skills. Someone who is inquisitive and would enjoy finding synergies between the BDPs to foster strong collaborations would contribute immensely in this role.

While this position is classified as remote, it is expected that the Sr. Administrative Coordinator lives locally in order to attend required meetings and team retreats, staff cluster-related events, and perform any other necessary tasks in person.

Specific Duties & Responsibilities

  • Effectively communicate with the clusters, BDPs, their home departments, and fellow BDP office team members on a very regular basis to carry out the administrative tasks necessary to support the clusters.
  • Maintain calendars and schedules for BDPs; independently identify and resolve scheduling conflicts and prioritize meeting requests.
  • Prepare meeting materials (e.g., draft agenda, collect relevant information), disseminate materials, record and draft minutes, and monitor and follow up on action items.
  • Organize virtual and in-person engagements, team meetings, all-staff meetings, and conferences/seminars.
  • Proofread, edit, and summarize confidential and sensitive information with discretion.
  • Monitor shared email accounts; triaging and responding as appropriate in a timely manner.
  • Identify and resolve administrative problems and issues. Analyze operating practices, processes, and procedures (e.g., record-keeping systems, forms control, etc.)
  • Arrange and coordinate travel and meeting logistics for BDPs and their collaborators with corresponding detailed itineraries. Prepare, submit, and track travel reimbursement materials adhering to JHU finance policies.
  • Maintain an electronic filing system on the shared drive of meeting agendas, schedules, articles, presentations, and other related documents for each BDP and the clusters.
  • Keep the staff in the BDP’s home department informed to ensure they are aware of the latest happenings with the BDP(s) linked to them.
  • Track and assist in budget and expense monitoring of all financial transactions. Verify accuracy, completeness, and compliance of charges.
  • Reconcile, process, and allocate transactions of the procurement card and travel card purchases.
  • Anticipate future needs of the cluster and leadership, demonstrate responsiveness, critical thinking, and sound judgment while thriving in a dynamic organizational environment.
  • Ability to work with flexibility on several tasks simultaneously while meeting various concurrent deadlines.
  • Assist with special projects.
  • Other related duties as assigned.

Special Knowledge, Skills & Abilities

  • Advanced knowledge using office software applications including Microsoft Excel, Word, PowerPoint, Outlook, and Adobe.
  • Familiarity with current JHU finance practices, trends, and policies.
  • Excellent organizational skills, analytical and problem-solving abilities, and attention to detail.
  • Strong verbal and written communication skills and ability to handle confidential information.
  • Strong communication and interpersonal skills, and ability to work as part of a team.
  • Ability to work independently and use direction and sound judgment in independent decision-making.
  • Ability to maintain confidentiality and demonstrate professionalism.
  • Applicants for this position may be required to complete skills assessments appropriate to the position description.


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.


Preferred Qualifications
  • Bachelor’s Degree and at least five years’ experience preferred.
  • Experience in higher education or an executive-level office is preferred.

Classified Title: Sr. Administrative Coordinator
Role/Level/Range: ATO 37.5/03/OF
Starting Salary Range: $21.00 - $36.50 HRLY (Commensurate with experience)
Employee group: Full Time
Schedule: Monday-Friday, 8:30a-5:00p
Exempt Status: Non-Exempt
Location: Remote
Department name: Vice Provost Research Office of
Personnel area: University Administration

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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