Share this Job
Job Req ID:  6052

Administrative Coordinator

Role/Level/Range: ATO/02/OE
Starting Salary Range: $16.91 - $23.25 per hour
Employee group: Full Time
Schedule: M-F, 8:30 - 5:00
Employee subgroup: Non Exempt
Location: Baltimore, MD
Department name: Chemistry
Personnel area: Krieger School of Arts & Sciences

 

 

Purpose of Position

 

This position will provide high level administrative, academic, and event planning support for the Department of Chemistry in the Krieger School of Arts and Sciences.

 

Essential Duties & Responsibilities:

 

Administrative

  • Triage administrative requests made via phone, email, or walk-in
  • Perform administrative tasks as requested for staff and professors – including but not limited to finding information, correspondence, announcements, interacting with needed vendors for department events, scheduling, logistics for travel
  • Administrative support for department seminar series
  • Manage correspondence related to department gifts and alumni relations
  • Assist with data collection related to various periodic reports and surveys
  • Maintain leadership calendars, room scheduling calendars, event calendars
  • Provide direct administrative support to leadership (Chair/Administrator) including but not limited to scheduling meetings, managing correspondence, liaison with divisional and central offices
  • Update department website
  • Develop presentations and reports

 

Academic

  • Oversee and manage 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).
  • Oversee 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.
  • Update, review, and submit faculty teaching assignments each semester.  Review online course information for accuracy; make necessary changes.
  • Submit course changes
  • Maintain online database (Box) 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
  • Schedule classes, final exams, review sessions and other academic events
  • Oversee placement of department tutors

 

Event Planning

  • Manage annual symposiums, REU programs, and special event planning
  • Research and acquire venues for event and housing for attendees
  • Set up maintain web sites for various events
  • Manage on line submission of registrations
  • 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

 

 

Qualifications

 

High school diploma.  Minimum 3 years related experience.  Additional education may be substituted for some experience.  Experience in modulated web maintenance, publications design, and multiline phone system strongly preferred.

 

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.

 

Knowledge and Skill: 

 

  • 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, summer programs, registrar, housing, etc., preferred.

 

 

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

 

Homewood Campus

Job Postings are updated daily and remain online until filled.
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 at 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
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


Nearest Major Market: Baltimore

Apply now »
Find similar jobs: