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Job Req ID:  10931

Administrative Coordinator

Classified Title: Administrative Coordinator
Role/Level/Range: ATO 37.5/02/OE 
Starting Salary Range: $16.91 - $23.25 per hour
Employee group: Full Time 
Schedule: Monday through Friday 8:30-5 with occasional evenings and weekends 
Employee subgroup: Salaried Non-exmt 
Location: 46-MD:JH at Harbor East 
Department name: 60004456-Faculty & Research Administration 
Personnel area: Carey Business School

 

General summary/purpose:

As part of the Office of Faculty & Research (OFR), this position is responsible for the coordination, facilitation and implementation of academic and administrative services in support of our Vice Dean for Faculty & Research, Bloomberg Distinguished Professors, and tenured full professors.  Duties require administrative support, customer service, problem solving, attention to detail, discretion, creativity, and initiative in a professional environment.

 

Specific duties & responsibilities:

General Administrative Support (65%)

  • Manage the calendar for the Vice Dean for Faculty and Research; including the scheduling, coordination, and prioritization of meetings.
  • Represent the Vice Dean’s office and interact with high-level administrators, faculty and external stakeholders.
  • Serves as public contact for all external communications on behalf of the Vice Dean; must be able to address all inquiries professionally while serving as an effective gatekeeper for access to the Vice Dean.
  • Assist in disseminating information internally to faculty on behalf of the Vice Dean.
  • Serve as point of contact to host external visitors (e.g., faculty speakers), guiding the visitor through their schedule throughout the day.
  • Provide administrative support to the Carey School’s Bloomberg Distinguished Professors (BDP).  In addition, as time allows, provide support to Carey’s tenured full professors (currently 8).
  • Serve as primary point of contact in assisting all newly hired full-time faculty with the relocation process.
  • Provide wide range of clerical support .Format, prepare, edit and proofread a variety of materials. Assemble attachments and review outgoing material for completeness. Gather, compile, organize, and manipulate data to create reports. Assist with letters of recommendation.
  • Prepare and produce financial reports, such as reimbursement for travel. Act as liaison with faculty, staff members, students and the public, providing information for particular areas of responsibility, as needed.

General Academic Support (25%) 

  • For BDP faculty and other tenured full professors, provide administrative support services to assist with course syllabi, course handouts, course websites, and other instructional materials as needed, guaranteeing the highest degree of confidentiality; work with Librarians to assist these faculty to post electronic reserves to course websites.
  • Provide administrative support for select specialized courses, as determined by the Vice Dean.
  • Serve as OFR’s primary point of contact for the faculty body Digital Measures (DM) database (where faculty record research and service activities).
    • Enter data from newly hired full-time and part-time faculty in DM
    • Use DM to maintain faculty profiles
    • Monitor Carey DM email account and respond to inquiries
    • Assist OFR team with reconciling DM monthly missing data reports

Miscellaneous (10%)

  • Serves in capacity of greeter for guests visiting the Office of Faculty and Research.
  • Answer and route phone calls, mail, and email messages.
  • Manage responsibilities of a Procurement card for OFR; ordering books and supplies for faculty.
  • Coordinate the scheduling/reservation requests of the Faculty Commons (conference room 1301).
  • Assist with a variety of faculty events as needed, such as Faculty Summit (held twice a year on Saturday), New Faculty Orientation, and faculty conferences.
  • Monitor the part-time and full-time faculty email listserv.
  • Work with the Campus Operations team to identify and maintain an inventory of administrative supplies.
  • Work with the Campus Operations team and the IT team to ensure offices are properly maintained (e.g., lighting, climate control) and that problems are resolved in a timely manner.
  • Other duties as assigned.

 

Minimum qualifications (mandatory):

  • High School diploma/GED required.
  • 3 years related experience required.
  • Additional related 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. 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.

 

Special knowledge, skills, and abilities:

  • Strong organizational skills, with ability to multitask
  • Ability to work independently and determine priorities
  • Ability to work effectively and efficiently under multiple work distractions
  • Experience managing complex calendars
  • Experience in customer service with excellent communications skills
  • Creative and collaborative problem-solving skills
  • Strong computer skills and knowledge of Windows applications including Outlook Word, Excel, and PowerPoint
  • Demonstrated knowledge of professional email etiquette
  • Interest in mastering new software or university on-line systems
  • Proficiency in Internet searches, database management, and website maintenance.

 

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.

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