Operations Administrator

Employer
Johns Hopkins University
Location
District of Columbia, United States
Salary
Salary Not Specified
Posted Date
Apr 8, 2022

View more

Position Type
Faculty Positions, Business & Management, Management, Administrative, Business & Administrative Affairs, Other Business & Administrative Affairs, Facilities Management & Physical Plant
Employment Type
Full Time
We are seeking an Operations Administrator (Administrative Specialist) who will report to the Associate Dean for the Advanced Academic Programs and is responsible for the management of the facilities and operations support services for Advanced Academic Programs, in Washington, DC and the Homewood campus. The position requires constant contact with the DC property management group, and Homewood facilities and management.

Additionally, this position works closely with the Washington, DC facilities management and security teams, emergency management team, library services, and other groups. The Manager of Administrative Services also provides support to the Office of Summer and Intersession Programs at the Homewood Campus, and collaborates with Osher Program Staff in Montgomery County.

This position is onsite and based in Washington, DC, with travel to Baltimore 2-3 times a month

Specific Duties & Responsibilities:

Operations & Facilities Support Services - 40%

  • Working with AAP Registration to manage classroom scheduling in the DC location and Homewood.
  • Work closely with Deans and Directors on special projects and events.
  • Coordinate with AAP events for catering, audio/visuals, and room needs and troubleshoot to resolve issues.
  • Manage and distribute weekly calendar of classes electronically to AAP staff, faculty, administrators, housekeeping, security desk and IT.

Operations/Facilities Management - 30%

  • Manage and coordinate operations for AAP facilities at Wyman Building, 2701 N. Charles St., and the Bernstein-Offit Office Building.
  • Work with building management to ensure proper functioning of facilities, lighting, AC/Heating, etc.
  • Assess and anticipate office/work space needs for Wyman Building, 2701 N. Charles St., and Bernstein-Offit Office Building.
  • Make recommendations for office assignments/moves to Associate Dean.
  • Manage negotiate use of spaces with other divisional schools (e.g. KSAS, SAIS, SOE) and outside leasing partners.
  • Assign Office space.
  • Serve as AAP liaison with Building Facilities Management, Security, Library services, and other groups.
  • Responsible for space improvement projects and division and office relocations to new University sites and other locations.
  • Provide core business information to the Director of Student Success in preparation for emergency management team meetings on university closures.
  • Keep AAP staff/faculty informed about building issues, security, maintenance and improvements.

Other Duties - 30%

  • Prioritize and direct work efforts.
  • Hire, train and supervise part-time/student workers to provide front desk coverage, daytime, evenings and weekends.
  • Provide information regarding the University’s space and building usage policies to AAP Senior Leadership team.
  • Oversee the use of FedEx invoicing/shipping and maintain tracking system.
  • Manage the ordering of office supplies and approve supply orders.
  • Provide financial request for office moves and improvements.

Minimum Qualifications (Mandatory):

  • Bachelor's Degree.
  • Five years in providing high level expertise.
  • Additional related experience may substitute for required education, 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.  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.

** 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.

Special Knowledge, Skills & Abilities:

  • Must be forward thinking, service oriented, self-motivated, organized, and a detail-oriented team player who is capable of participating in collaborative facilities/operations processes and activities.
  • Working knowledge of Microsoft Word, Excel, PowerPoint.
  • Ability to perform multiple tasks concurrently, set priorities and meet deadlines.
  • Ability to anticipate and solve problems in creative and proactive ways.
  • Demonstrated ability to train one-on-one and in a group setting.
  • Strong and comprehensive oral, written and interpersonal skills and the ability to deal effectively with multiple constituencies in a fast-paced, dynamic work environment.
  • Ability to collaborate with staff.
  • Strong communication, interpersonal and organizational skills.
  • Demonstrated project management skills.

Supervisory Responsibility:

  • 2 or more student workers.

Classified Title: Administrative Specialist
Working Title: Operations Administrator
Role/Level/Range: ATP/03/PC
Starting Salary Range: Commensurate with experience
Employee group: Full Time
Schedule: M-F, 8:30 a.m. to 5 p.m.
Exempt Status: Exempt
Location: ​​​​​​​DC - District of Columbia
Department name: ​​​​​​​AAP Administration
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 at jhurecruitment@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. 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.

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


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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