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Requisition ID:  116126

Administrative Coordinator

We are seeking an Administrative Coordinator.  This position will provide high level administrative, academic, project and event planning support for the Department of Biology in the Krieger School of Arts and Sciences, including, but not limited to the Biology CMDB Program, Biology Undergraduate Activities, and Biology Seminar Series. This role must maintain confidentiality and professionalism at all times, comfortably taking initiative and exercising independent judgment to resolve issues. The position will report to the Department Chair, Department Administrator, and the Assistant Department Administrator.


Specific Duties & Responsibilities


Administrative

  • Provide high-level administrative, clerical, and project support to the Administrators and Faculty of the department.
  • Triage administrative requests made via phone, email, or walk-in. Responds to inquiries independently.
  • Manage Department Chair calendar.
  • Oversee scheduling of faculty meetings.
  • Oversee department colloquies, seminars series, faculty, and special seminars including travel logistics, catering needs, honorarium processing, and reimbursements.
  • Manage department Zoom account and virtual events.
  • Perform administrative tasks as requested for faculty, staff, students and researchers including but not limited to finding information, correspondence, announcements, interacting with needed vendors for department events, scheduling, logistics for travel, and printing/scanning.
  • Assist department administrator with staffing needs, scheduling interviews, and new hire onboarding.
  • Oversee scheduling of monthly faculty meetings.
  • Track and coordinate yearly faculty awards and nominations.
  • Manage correspondence related to department gifts and alumni relations.
  • Assist with data collection related to various periodic reports and surveys.
  • Update and maintain department website, email listserv, and social media sites. Assist with promotional
  • and marketing materials for events and overall departmental activities.
  • Develop presentations, reports, and surveys.
  • Order and track thesis copies for students and principal investigators.
  • Maintain calendars for department conference rooms and lecture halls, including scheduling classes, exams review sessions, and other events.
  • Track and order supplies for department use.


Academic

  • Assist with the scheduling of oral examinations (Dept Oral, GBO, Thesis Defense) in keeping with Graduate Board and department requirements, deadlines, and paperwork submission (Chemistry and CBI).
  • Assist with the visiting student application process. Liaison between visiting students and faculty to ensure that application materials are completed and uploaded. Distribute onboarding information to visiting students.
  • Assist with prospective student visitation and recruitment weekend needs.
  • Assist with submission of course changes.
  • Maintain online database (OneDrive) of course syllabi; distribute on request.
  • Triage academic requests made by phone, email, or walk-in.
  • Provide academic support including but not limited to course materials, copies, and correspondence.
  • Assist with scheduling classes, final exams, review sessions, and other academic events.


Event Planning

  • Manage annual symposiums and other special event planning such as the Biology Seminar Series, Chats, Special Lectures, retirement symposiums, etc.
  • Plan and coordinate events within the department such as holiday parties and department contests and activities.
  • Assist with Alumni weekend events such as the Department Showcase,
  • Assist with orientation, recruitment and visitation events and activities including but not limited to shuttle accommodations, hotel arrangements, travel logistics, student event meals.
  • Assist with the annual Biology Graduate Student retreat including but not limited to shuttle accommodations, hotel arrangements, travel logistics, meals and activities
  • Research and acquire venues and catering for events and seminars including housing, hotel accommodations and travel for attendees/visiting faculty and students.
  • Set up maintain web sites for various events and create flyers for announcements and distribution.
  • Manage event registrations and attendees list.
  • Work with vendors on all aspects of event coordination including but not limited to printed materials, event set up/break down, processing of expenses, reimbursements, travel planning and catering.


Special Knowledge, Skills, & Abilities

  • Proficiency in the full Microsoft Office Suite (Outlook, Word, Excel, PowerPoint, et al.), Adobe Acrobat Pro.
  • Advanced skills (or relevant training) in FileMaker, SAP systems, and web design applications (WordPress).
  • Advanced computer skills with the ability to train and assist others if needed.
  • Excellent typing, telephone, organizational, interpersonal, oral and written skills, with a precise attention to detail, and ability to triage requests.
  • Ability to maintain confidentiality and discretion, adhering to FERPA and other pertinent university and department guidelines.
  • Advanced knowledge (or relevant training) of frequently requested university resources parking, visiting admissions, registrar, housing, etc., preferred.
  • Knowledge and skills to coordinate and execute events, e.g. managing complex seminars, scheduling priorities and conflicts, virtual planning, department activities and department correspondence.
  • Advanced record keeping and reporting skills.


Minimum Qualifications
  • 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.


Preferred Qualifications
  • Bachelor’s Degree.
  • As necessary, can lift boxes or move tables for events.

 

 

Classified Title: Administrative Coordinator 
Role/Level/Range: ATO 37.5/02/OE  
Starting Salary Range: $18.20 - $33.90 HRLY (Commensurate with experience) 
Employee group: Full Time 
Schedule: Monday-Friday, 8:00 am -5:30 pm 
Exempt Status: Non-Exempt 
Location: Homewood Campus 
Department name: ​​​​​​​Biology 
Personnel area: School of Arts & Sciences 

 

 

Total Rewards
The referenced base salary range represents the low and high end of Johns Hopkins University’s salary range for this position. Not all candidates will be eligible for the upper end of the salary range. Exact salary will ultimately depend on multiple factors, which may include the successful candidate's geographic location, skills, work experience, market conditions, education/training and other qualifications. 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/.

Education and Experience Equivalency
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 Completing Studies
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.

Background Checks
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.

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

Equal Opportunity Employer
All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.

EEO is the Law
https://www.eeoc.gov/sites/default/files/2023-06/22-088_EEOC_KnowYourRights6.12ScreenRdr.pdf

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 jhurecruitment@jhu.edu. For TTY users, call via Maryland Relay or dial 711. For more information about workplace accommodations or accessibility at Johns Hopkins University, please visit https://accessibility.jhu.edu/.

Vaccine Requirements
Johns Hopkins University strongly encourages, but no longer requires, at least one dose of the COVID-19 vaccine. The COVID-19 vaccine does not apply to positions located in the State of Florida. We still require all faculty, staff, and students to receive the seasonal flu vaccine. 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. This change does not apply to the School of Medicine (SOM). SOM hires must be fully vaccinated with an FDA COVID-19 vaccination and provide proof of vaccination status. 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 upon 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.
Homewood Campus

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