Sr. Administrative Coordinator

The Institute for Assured Autonomy (IAA) is a national center of excellence ensuring the safe, secure, reliable, and predictable integration of autonomous systems into society by covering the full spectrum of research across the three pillars of technology, ecosystem, and ethics and governance. It's goal is to ensure that autonomous systems will be trusted to operate as expected, to respond safely to unexpected inputs, to withstand corruption by adversaries, and to integrate seamlessly into society. The IAA leverages the deep experience of Johns Hopkins Whiting School of Engineering and Applied Physics Lab in autonomous systems as well as creates strategic collaborations with external partners to provide breadth and depth of expertise to accomplish the vision of a trusted autonomous future.

We are seeking a Senior Administrative Coordinator who will provide expert administrative support and event planning for the Institute for Assured Autonomy. The ideal candidate for this position must be able to work in a demanding, fast-paced, and collaborative work environment as part of a support team committed to excellence in customer service. The candidate must display the ability to identify and resolve administrative problems and issues. This position requires a high level of public relations skills to effectively execute the various job responsibilities. This position will regularly deal with sensitive and confidential information and the person in this position must exercise professionalism and discretion.

Specific Duties & Responsibilities:

• Provide comprehensive administrative and project support to the Director and other members of the IAA leadership team.
• Maintain calendar for the Director based on knowledge of goals and priorities. Schedule appointments, arrange meetings, make travel arrangements as needed, draft and edit correspondence.
• Serve as the administrative point of contact for the Director and provide calendar information and scheduling as needed.
• Serve as the first point of contact for all visitors and correspondents (in person, telephone calls, electronic, etc.)
• Manage activities related to front office reception. Complete tasks in a timely and efficient manner while ensuring quality.
• Serve as point of contact for facilities and maintenance needs as they relate to the IAA space.
• Receive and distribute mail and packages that are delivered to the office.
• Order and maintain standard office supplies for the institute.
• Manage the scheduling for the IAA conference room.
• Coordinate in-person and virtual meetings and phone calls, communicate time(s) and agenda(s) to appropriate attendees. Arrange for catering as appropriate.
• Coordinate guest lecturer visits including communicating details to invited speakers, reserving overnight accommodations as needed, coordinating and reimbursing speaker travel, making lunch and/or dinner reservations, ordering refreshments, creating a schedule of meetings with faculty, coordinating with the CS Department to update the online seminar speaker calendar, CS website, and advertising IAA seminars to various email lists and JHU calendars.
• Gather information, prepare, and submit IAA requests for new faculty appointments. Monitor appointment expiration dates to ensure prompt renewal as appropriate, including updates to payroll as needed.
• Process accounts payable activities including vendor setup, online payment requests, expense reimbursements, and other SAP transactions.
• Oversee the coordination and execution of all aspects of IAA related events. Manage related costs and ensure prompt processing of payments to vendors as needed.
• Work with the Communications Associate to ensure timely announcements and production of materials for events.
• Assist with IAA onboarding for new faculty, researchers, students, and staff. Maintain checklist for each new employee ensuring all points are covered during the first day and week of their employment.
• Coordinate logistics of the IAA Advisory Committee meetings. This includes communicating with board members regarding meeting dates, details, attendance, travel and accommodation needs, agenda, food ordering, and collecting/producing/distributing meeting materials.
• Maintain electronic files and record keeping systems related to appointments, financial transactions, and other institute related data.
• Assist in identifying, defining, and documenting standard office policies and processes.
• Represent the Director and the institute as appropriate when communicating with faculty, administrators, staff, and external contacts to respond to questions, resolve issues, and gather data as needed.
• Serve as a general resource for all direct inquiries from a wide variety of constituents including faculty, students, board members, donors, visitors, prospective faculty, and prospective students, providing information on institute policies, procedures, and related activities.
• Other duties and projects as assigned.

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 plus 2 years progressively responsible administrative experience preferably in an academic setting.
• Strong customer service orientation.
• Knowledge of SAP, JHU policies, procedures, and administrative/financial systems preferred.

Special Knowledge, Skills & Abilities:

• Experience in administrative support in an office setting including calendaring, word processing, data research, travel arrangements, minutes, maintaining filing systems, and working with confidential materials.
• Experience providing management support including a demonstrated ability to compose written and electronic communications. Selected candidates may be required to complete skills assessments appropriate to position description.
• Strong customer service skills along with demonstrated interpersonal skills to transact with a wide range of internal and external constituents.
• Proficiency in upholding a high level of confidentiality through adherence to established protocols and guidelines.
• Exceptional oral, written, and interpersonal communication skills.
• Demonstrated organizational skills with proven ability to effectively prioritize workload.
• Proven ability to multi-task and process data quickly with a high level of accuracy.
• Ability to work collaboratively as part of a team.
• Ability to interact effectively with faculty, staff, and students from a variety of diverse backgrounds.
• Ability to take initiative and work with flexibility on several tasks simultaneously and to meet various concurrent deadlines.
• Very strong organizational and analytical skills, problem solving abilities, and attention to detail.
• Excellent computer literacy, word processing, spreadsheet, database, presentation, and cloud-based software skills (Word, Excel, Access, PowerPoint, Google forms, OneDrive, Box).
• Knowledge of standard office equipment including personal computer, copier, printer, telephone, voicemail.
• Familiarity with budgets and purchasing.
• Ability to sit for long periods and work at a computer.
• Some lifting or moving of heavy items may occasionally be necessary.
• This is a hybrid position with the expectation that the individual will be in the office at least 3 days a week and flexible to meet the needs to the director.

Level of Independent Decision Making:

• Some.

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 8:00 am - 4:30 pm
Exempt Status: Non-Exempt
Location: Hybrid/Homewood Campus
Department name: IAA-Institute for Assured Autonomy
Personnel area: Whiting School of Engineering

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