Classified Title: Administrative Coordinator Role/Level/Range: ATO 37.5/02/OE Starting Salary Range: $17.25 - $23.72 per hour Employee group: Full Time Schedule: M-F, 9 a.m. to 5:30 p.m. Exempt Status: Non-Exempt Location: 01-MD:Homewood Campus Department name: 10001346-Dean Office of Personnel area: School of Arts & Sciences
Position reports to the Director of Undergraduate Research for the Krieger School of Arts and Sciences to assist in managing numerous yearlong, multi-year, and summer undergraduate research programs on campus, including the Woodrow Wilson Undergraduate Research Fellowship, the Dean’s Undergraduate Research Award, the Bander and Clinger awards,. The position also provides dynamic support and coordination of the visiting student summer programs such as the Andrew W. Mellon Foundation’s Humanities For All grant and STEM visiting student programs. Responsibilities include: coordinating events on campus; managing records and files, both physical and digital; high-volume calendaring; event booking and management; high-volume hiring and on-boarding for visiting student researchers; and other duties as assigned. Normal hours will be 9 a.m. to 5:30 p.m. Event support will occasionally require local travel -- using own vehicle or transportation -- and work outside of normal business hours. This position is partially grant funded.
Specific Duties & Responsibilities:
Schedule monthly meetings with 100+ students served by KSAS’s undergraduate research awards
Manage the Director’s daily calendar
Manage and maintain calendar in scheduling one-on-one, group meetings, conference calls, Skype meetings, etc., including monthly individual meetings with the 100+ students served by KSAS’s undergraduate research awards
Track invoices, travel, purchase orders, etc. for the Director and for funded students through SAP
File a high volume of reimbursements and payments for program and student purchases
Help maintain office supplies and purchase orders.
Greet visitors and manage flow of daily meetings with the Director
Answer phone and direct callers to appropriate resources
Other duties as assigned
Administer and process the hiring and onboarding of a large number of student award winners and visiting students for summer programs to ensure prompt payments
Ensure that students complete registration paperwork
Deliver paperwork to the Registrar
Create student positions and initiate other transactions in SAP
Enter students into the payroll system
Compile orientation packets
Escort students to Garland Hall to get JHU ID’s
Computer, File and Website Support
Manage online application portal and provide support to faculty and staff reviewers
Maintain and update KSAS websites related to undergraduate research
Maintain files for current and past undergraduate research award recipients
Perform basic data entry for assigned projects
Event Scheduling and Coordination
Coordinate special events including receptions, graduation events, dinners, poster presentations, and a weekly workshop series
Coordinate with caterers, printing services, other vendors and various Johns Hopkins personnel to ensure all details and requirements are met for a successful event
Serve as a liaison with external offices such as JHM Marketing and Communications to promote special events.
Coordinate agenda and travel for outside speakers and guests as assigned
Assist in securing rooms for special events
Coordinate with caterers, printing services, caterers, other vendors and various Johns Hopkins personnel
Coordinate event A/V and other setup and access requirements as needed
Organize transportation to off-site events
Minimum Qualifications (Mandatory):
High School Diploma/G.E.D.
Three years of relevant 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.
A Bachelor’s degree is preferred
Three years of progressively responsible experience, preferably in higher education
Special Knowledge, Skills, and Abilities:
Excellent oral and written communication skills
Must be able to work collaboratively with students, faculty mentors, staff member and external contacts
Must be well-organized, detail oriented, able to multi-task and to prioritize in order to meet deadlines
Proficiency in using Microsoft Office (Word, Excel, Outlook, PowerPoint), SAP and other administrative software. Familiarity with Doodle, Microsoft Scheduling Assistant, and survey tools a plus.
Requires proficient data entry and file management skills
Event planning and organization skills
Ability to maintain confidential records
Specific Physical Requirements for the Job:
Ability to receive and move deliveries of roughly 25lbs.
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 firstname.lastname@example.org. 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.
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Johns Hopkins University remains committed to its founding principle, that education for all students should be grounded in exploration and discovery. Hopkins students are challenged not just to learn but also to advance learning itself. Critical thinking, problem solving, creativity, and entrepreneurship are all encouraged and nourished in this unique educational environment. After more than 130 years, Johns Hopkins remains a world leader in both teaching and research. Faculty members and their research colleagues at the university's Applied Physics Laboratory have each year since 1979 won Johns Hopkins more federal research and development funding than any other university. The university has nine academic divisions and campuses throughout the Baltimore-Washington area. The Krieger School of Arts and Sciences, the Whiting School of Engineering, the School of Education and the Carey Business School are based at the Homewood campus in northern Baltimore. The schools of Medicine, Public Health, and Nursing share a campus in east Baltimore with The Johns Hopkins Hospital. The Peabody Institute, a leading professional school of music, is located on Mount Vernon Place in downtown Bal...timore. The Paul H. Nitze School of Advanced International Studies is located in Washington's Dupont Circle area.