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Job Req ID:  9155

Administrative Coordinator

General Description

 

This position provides high-level administrative support for the Director of Project MUSE, JHU Press. This position is responsible for administrative function of the MUSE Director’s office including communications, special event planning, scheduling, travel, and daily administrative support for the senior leadership team. 

Project MUSE is a division of The Johns Hopkins University Press. Founded in 1878, the Press is the oldest continuously operating university press in the United States as well as one of the largest. The Press is an innovative leader in scholarly book, journal, and digital publishing.

Project MUSE is a multi-million-dollar electronic database of academic books and journals in the humanities and social sciences.  We produce content from over 260 academic publishers, including more than 600 academic journals and 40,000 front-list and back-list monographs.  We recently received a generous grant from the Andrew W. Mellon foundation to expand our open access offerings. 

 

 Essential Roles and Responsibilities:

  • Provide administrative support for special projects and initiatives led by the Director, including strategic planning, publisher relations support and business meetings.
  • Coordinate and administer annual publishers meeting.
  • Serve as the primary point of contact for the Director’s office including triaging incoming calls. 
  • Provide physical and phone coverage during normal business hours (Monday-Friday, 8:30 am to 5:00 pm)
  • Serve as primary contact with facilities manager and IT support for shared equipment.
  • Manage all incoming and outgoing communications in the Director’s office including preparing, writing, and editing letters, memos, contracts and other correspondences. Coordinate with other departments on all communications to internal and external audiences being sent out under the Director’s name.
  • Manage the Director’s calendar and scheduling individual, group, and committee meetings.
  • Provide notes and minutes for designated meetings.
  • Prepare the Director for a wide range of meetings and presentations by preparing and/or coordinating briefing materials and agendas.
  • Manage the domestic and international travel and travel reimbursement for the Director as well as guests, candidates, and other MUSE personnel.
  • Oversee personnel files for MUSE employees.
  • Provide new hire orientation for new employees to MUSE.
  • Schedule, coordinate, and serve as the primary on-site contact for special events such as meetings, events, and parties. Assist with departmental special activities and events, including providing onsite support.
  • In collaboration with the Director develop agendas for staff meetings and advisory board meetings and coordinate all arrangements and presentations, Provide word processing, document management, and layout/formatting support for PowerPoint presentations and similar documents, liaising with teams as needed.
  • Contribute to the customer service-oriented atmosphere within the division and serve as liaison to other departments and administrative coordinators when needed or requested.
  • Develop and maintain an efficient and secure filing and document retention plan for the Director’s office. 
  • All other duties as requested.

 

Qualifications

High School Diploma/GED required.  Bachelor’s degree preferred. Additional education may substitute for experience. Three years related experience required. Five plus years previous experience providing administrative support to multiple executive-level staff members 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.

 

Special Knowledge, Skills, and Abilities:

  •  Ability to work independently with little direct supervision.
  • Capable of keeping information, circumstances, and decisions highly confidential.
  • Ability to set priorities and manage multiple projects concurrently.
  • Excellent communication skills. 
  • Experience with Microsoft Office applications and Web-based communication platforms.

 

 Physical Requirements for the Job:

  • Occasional movement about the office to access file cabinets,office machinery, various workstations,  including movement from floor to floor using elevators and stairs.
  • Constantly operates a computer and other office productivity machinery, such as a copy machine and printer.

 

Role/Level/Range: ATO/2/OE
Starting Salary Range: $16.91-$23.25 per hour
Employee group: Full Time
Schedule: M-F, 8:30 am to 5:00 pm
Employee subgroup: Non-Exempt
Location: Baltimore, MD
Department name: MUSE Administration

 

 

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

 

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