SOURCE Administrative Coordinator

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 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.
• 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, and other relevant files.

Project Management

• Assist with preliminary review of program applications, supports selection committees, serves 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.

Additional Duties & Responsibilities

• 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 (Mandatory):

• High School Diploma required, college degree strongly preferred.
• Three years of experience in a support role, preferably in a higher education or business office.
• Additional education may substitute for required experience, to the extent permitted by the JHU equivalency formula. *
• Experience working with Microsoft Office Suite required.

* JHU Equivalency Formula: 30 undergraduate degree credits (semester hours) or 18 graduate degree credits may substitute for one year of experience.  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.

Special Knowledge, Skills & Abilities:

• 2-3 yrs admininstrative/office experience, preferably in an academic setting.
• Must possess strong attention to detail, and excellent organizational, time-management, customer service, and communication skills.
• 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
Working Title: SOURCE Administrative Coordinator
Role/Level/Range: ATO 40/E/02/OE
Starting Salary Range: $17.59 - $24.80/hr (commensurate with experience)
Employee group: Full Time
Schedule: M-F, 8:30 - 5
Exempt Status: Non-Exempt
Location: Hybrid/School of Public Health
Department name: PH Practice and Training
Personnel area: School of Public Health

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 Talent Acquisition 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.

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