We are seeking an Administrative Coordinator who will provide front-line administrative office support to the staff, faculty, and students in the Anthropology Department of the Krieger School of Arts and Sciences. Works alongside the Academic Program Manager and Budget Specialist to assist faculty and students and facilitate the smooth functioning of the department. Ability to cross-train to serve as backup to the academic program manager and budget specialist when necessary. Extensive coordination regarding seminars, colloquiums, faculty searches, and all department events, inclusive of courses

Specific Duties & Responsibilities

Academic Support

• Direct assistance to faculty, graduate students, and guests.
• Direct undergraduate and graduate students with appointments with faculty (collect office hours).
• Distribute papers and exams to faculty.
• Print, copy, and scan readings for classes.
• Request desk copies of textbooks for instructors.
• Troubleshoot room & A/V difficulties for classrooms.
• Assign student office space each semester, as students are admitted, graduate, and leave/return from fieldwork.
• Maintain the department's email listservs and websites, updating them as needed.
• Maintain alumni records and create Excel sheets and other visual aids for presentations.

Coordination of Departmental and Co-Sponsored Events

• Contact guests and speakers for vendor information, gather titles for talks, C.V.s, and travel itineraries; compile and distribute itineraries for guests.
• Coordinate transportation for guests of the department.
• Create posters & flyers for distribution on campus and online.
• Assist graduate students and faculty with booking lodging, dinner reservations, and graduate student lunches for guests.
• Order food & supplies for events, assist with set-up and breakdown before & after.
• Maintain a calendar of events from the department and the university, for faculty & student use.
• Coordinate with other offices on jointly sponsored seminars and workshops.
• Assist the Academic Program Manager with coordinating logistics – travel, accommodations, and department itinerary - for faculty searches.
• Reserve classrooms for various activities and schedule specialty AV as requested.
• Classroom support for faculty and students who are teaching, making sure the door of the classroom is open, there is a trashcan, the clock shows the right time, there are markers that write, knowing which adapter is needed for projections with different laptops, troubleshooting for zoom.

Course scheduling

• Serve as the primary scheduler for the department's academic courses.
• Coordinate with professors to find the best time & space available.
• Update the schedule as changes happen.
• Provide the schedule to the university and to the department in an accurate and timely manner.
• Contact students regarding canceled classes and office hours with professors. Request classroom location for make-up session as needed.

Administrative Support

General Reception & Administration

• Serve as the front-most facing person for the department, to staff, faculty, students, and visitors.
• Provide support and guidance through in-person reception, email, and phone.
• Monitor and respond to emails sent to the department's main account.
• Scan, fax, and mail correspondence as needed.
• Maintain & order the department's office, kitchen, & copier supplies.
• Pick up and deliver payroll & vendor checks and documents, as needed.
• Coordinate and oversee work assignments performed by work-study students.
• Order and manage the distribution of building & office keys for the department.
• Make service and emergency calls to address facilities/operational adjustments or malfunctions.

Management of Financial Systems

• Place orders for basic departmental needs via SAP (Office Depot, Gov Connect, Apple/Dell, etc.)—sent to Department Administrative Manager for review/approval.
• Serve as financial point-person for undergraduate student reimbursements or award monies.
• Set up vendors and guests in Payment Works, JHU's vendor & payee systems.
• Process travel reimbursements for guests – visiting professors, speakers, etc.
• Request/Process invoices from vendors for services & goods, using SAP.
• Serve as backup for the Budget Specialist, providing reimbursements & payments to faculty & students.
• Maintains a shared record of receipts, transaction records, and invoices, with the Budget Specialist and Academic Program Manager.

Special Knowledge, Skills, & Abilities

• Strong oral & written communication skills.
• High organizational ability, in physical and digital space.
• Ability to provide exceptional service & kindness to anyone interacting with the university – from internationally esteemed scholars to prospective high school seniors.
• Technology proficiency with:

                o Windows 10 & 11.

                o Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, SharePoint).

                o Basic graphic design, for posters/flyers o Zoom & MS Teams, for digital communication.

• Familiarity with Johns Hopkins tech systems – SAP, Concur, OPEN, Payment Works.
• The ability and willingness to learn o Take regular courses to stay updated on systems and processes.

Level of Decision Making

• Needs to work independently to be able to resolve administrative issues within her job description. Primary point of contact while other staff in the department are away from the office.

• High School Diploma or graduation equivalent.
• Three years related experience.
• Additional education may substitute for required experience, to the extent permitted by the JHU equivalency formula.

• Bachelor's Degree preferred.
• Experience in SAP and/or JHU financial systems preferred.
• Minimum of 2 years of general office or administrative experience with solid customer service skills (preferably in an academic environment).

Classified Title: Administrative Coordinator 
Role/Level/Range: ATO 37.5/02/OE  
Starting Salary Range: Min $18.00 - Mid -$25.75 - Max $30.00 HRLY (Commensurate with experience) 
Employee group: Full Time 
Schedule: Monday - Friday, 8:30am - 5:00pm 
Exempt Status: Non-Exempt 
Location: Homewood Campus 
Department name: ​​​​​​​Anthropology  
Personnel area: School of Arts & Sciences 

Total Rewards
The referenced salary range is based on Johns Hopkins University's good faith belief at the time of posting. Actual compensation may vary based on factors such as geographic location, work experience, market conditions, education/training and skill level. Johns Hopkins offers a total rewards package that supports our employees' health, life, career and retirement. More information can be found here: https://hr.jhu.edu/benefits-worklife/

Please refer to the job description above to see which forms of equivalency are permitted for this position. If permitted, equivalencies will follow these guidelines:
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 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.

The successful candidate(s) for this position will be subject to a pre-employment background check. Johns Hopkins is committed to hiring individuals with a justice-involved background, consistent with applicable policies and current practice. A prior criminal history does not automatically preclude candidates from employment at Johns Hopkins University. In accordance with applicable law, the university will review, on an individual basis, the date of a candidate's conviction, the nature of the conviction and how the conviction relates to an essential job-related qualification or function.

The Johns Hopkins University values diversity, equity and inclusion and advances these through our key strategic framework, the JHU Roadmap on Diversity and Inclusion.

Accommodation Information

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 [email protected]. For TTY users, call via Maryland Relay or dial 711. For more information about workplace accommodations or accessibility at Johns Hopkins University, please visit accessibility.jhu.edu.

Johns Hopkins has mandated COVID-19 and influenza vaccines, as applicable. The COVID-19 vaccine does not apply to positions located in the State of Florida. 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.

Note: Job Postings are updated daily and remain online until filled.

About Johns Hopkins University

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.

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