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Sr. Administrative Coordinator

Employer
Johns Hopkins University
Location
Maryland, United States
Salary
Salary Not Specified
Posted Date
May 16, 2022

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Position Type
Administrative, Business & Administrative Affairs, Business & Administrative Support, Other Business & Administrative Affairs
Employment Level
Administrative
Employment Type
Full Time
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We are seeking a Senior Administrative Coordinator who is responsible for providing high-level administrative and project support to the Office Manager and Vice Dean’s in the Krieger School of Arts and Sciences. This position has overall responsibility for ensuring that assigned projects and administrative matters are handled in a timely, accurate and professional manner.

Specific Duties & Responsibilities:

Administrative Support (45%)

  • Provide administrative support to the Office Manager and Vice Deans
  • Provide heavy calendar coordination for the Deans and collaborate with administrative staff of the departments and programs under their purview
  • Coordinate special administrative assignments as needed; i.e., Curriculum Committee, Deans Teaching Fellowships, Excellence in Teaching Awards, etc.
  • Prepare written and e-mail correspondence for review and distribution
  • Develop presentations/reports
  • Manage and deliver information of a timely, sensitive, and confidential nature
  • Coordinate travel arrangements
  • Open/screen mail; etc.

Project Support (40%)

  • Participate in project meetings, making important contributions to discussions
  • Coordinate and lead meetings, work groups, and/or cross functional task forces for assigned projects:
  • Present and discuss issues and problems
  • Facilitate discussions for the purpose of developing plans or identifying solutions to problems
  • Develop, document and implement standard operating procedures
  • Collaborate among various departments/units within the Deans’ span of control to recommend policy and procedural changes, improve operations, and increase organizational efficiency
  • Provide special project support to the deanery including:
  • Ad hoc committee construction
  • Serve as liaison at meetings as needed
  • Fellowships coordination, on-campus programs and awards, and other faculty programs and events
  • Develop spreadsheets or other tracking tools, update websites and data sources (i.e., Interfolio)
  • Gather, analyze and synthesize data
  • Compile and produce reports, presentations, executive briefings, summary documents, etc.
  • Financial Support (10%)

    • Reconcile and process complicated travel expenses, travel card charges, reimbursements, invoices, honoraria and payments
    • Ensure that expenses are properly documented, allocated, recorded and filed
    • Reconcile budget reports
    • Maintain filing system for expenses, budgets, etc.

    Special Events Support (5%)

    • Plan meetings, conferences, symposia, etc.
    • Assist with special event planning and coordination; i.e.:
    • Finding the best date
    • Developing invitations
    • Contract negotiation with vendors
    • Monitoring responses
    • Ordering A/V equipment
    • Taking, transcribing and distributing meeting minutes, etc.

    Minimum Qualifications (Mandatory):

    • High School Diploma/GED
    • Five years progressively responsible administrative experience
    • Additional education may substitute for required experience, 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.  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.

    Preferred Qualifications:

      Bachelor’s Degree preferred 7-9 years preferred, along with experience in higher education or an executive level office in support of academic, business, research and/or development operations preferred Project management experience highly preferred

    Special Knowledge, Skills & Abilities:

    • In-depth knowledge of academic policies, procedures, practices and systems, both within Krieger and JHU
    • Expert proficiency with standard office equipment and software (i.e. Excel, Word, PowerPoint, Outlook, Adobe)
    • Working knowledge and intermediate experience with internal Hopkins systems preferred (SAP, Interfolio, FileMaker, etc.).
    • Must be very organized and able to work independently and proactively with minimal supervision
    • Requires excellent oral, written and interpersonal communication skills and a good understanding of internal relationships
    • Requires the ability to research, gather and analyze data, compiling information and drafting correspondence, presentations, and reports
    • Excellent time management skills and the ability to work well under pressure while handling multiple, shifting and competing priorities
    • Ability to anticipate the needs of the deans and use discretion and sound judgment in independent decision-making
    • Ability to maintain confidentiality and professionalism

    Classified Title: Sr. Administrative Coordinator
    Role/Level/Range: ATO 37.5/03/OF
    Starting Salary Range: $20.02 - $27.51/hr (commensurate with experience)
    Employee group: Full Time
    Schedule: M-F, 8:30 a.m. to 5 p.m.
    Exempt Status: Non-Exempt
    Location: Hybrid/Homewood Campus
    Department name: Dean Office of
    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 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.

    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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