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Job Req ID:  64996

Coordinator, Faculty Affairs

The Office of Faculty and Research is seeking an Administrative Coordinator  who will be responsible for coordinating a wide range of departmental events/activities, administrative duties, and project support of the Office of Faculty and Research (OFR). Duties require event & activity planning, customer service, problem-solving, attention to detail, discretion, creativity, and initiative. 

 

This role will be hybrid- 3 days on campus at Harbor East and 2 days working remotely. 

 

Specific Duties & Responsibilities:

Project & Event Support (60%)

  • Works with Carey's Department of Events Management team as OFR liaison for larger events (Tier 1 & 2), such as academic conferences, workshops, and meetings/retreats.
  • Coordinates departmental event/activities-planning logistics that include securing event space, ordering food and beverages, ordering supplies, making travel arrangements, obtaining and placing signage, and ensuring appropriate décor (floral, linens, color schemes, etc.) to meet the quality expectations of the nature of the events. This includes our Guest Speaker in the Classroom, Mini-Orientation for adjunct faculty, Quarterly Faculty meetings, and other events as they arise.
  • Assist with taking minutes during Faculty Meetings when needed.
  • Proposes new ideas to improve the event planning and implementation process.
  • Finds solutions for any problems that arise during the event.
  • As needed, prepare name tags, materials, notebooks, packages, gift bags, registration lists, seating cards, etc.
  • On occasion, available on the weekends to staff special events.

 

General Administrative Support (20%)

  • Provide outstanding customer-oriented services to internal and external constituents, such as faculty members, staff, and guests/visitors.
  • Requires contact with employees at all levels of the organization, both internal and external customers.
  • Provides general administrative support for the unit.
  • Annual Call for Academic Proposals – initiate, collect, track requests and update the spreadsheet for proposals. Prepare internal approval form for Vice Dean signature and circulation amongst the committee/team.
  • Collects and distributes mail (outgoing and incoming) for faculty.
  • Assists faculty and OFR staff with scheduling/reservation requests of other Carey spaces.
  • Maintains Faculty Events shared calendar.
  • Assist with reserving faculty hotel offices in Harbor East; works with Carey Operations to reserve faculty hotel space in Washington DC.
  • Creates and edits Word documents, Excel spreadsheets, and PowerPoint presentations for various meetings and presentations, including meeting minutes per the manager's discretion.
  • Processes UPS shipments and general mail for the unit.
  • Other duties as assigned.

 

Financial Related (15%)

  • Maintain procurement card (Pcard) for general purchases for OFR.
  • Process travel expense reports and receipts for full-time faculty when needed.
  • Assist with hotel accommodations, arrival at Carey, and presentation site when needed.
  • Follows up with guests and collects receipts and other necessary information for Guest Speaker in the Classroom reimbursements to give to the Budget Analyst. 

 

Miscellaneous (5%)

  • Assists with school-wide functions that require broader support.
  • Order business cards and name tags for new faculty.

 

Minimum Qualifications (Mandatory):

  • HS/GED required.
  • Bachelor's Degree from a regionally accredited college or university preferred.
  • Three years of related experience are required.
  • Additional education may substitute for experience to the extent permitted by the JHU equivalency formula.

 

Preferred Qualifications:

  • Experience in higher education environment desired.

 

Special Knowledge, Skills & Abilities:

  • Strong organizational skills, with an ability to multitask.
  • Attention to detail, both in communications and tasks/projects.
  • Ability to work independently and manage priorities.
  • Ability to work at a fast pace under multiple work distractions.
  • Demonstrated experience in customer service; excellent communication skills.
  • Working knowledge of internet/web-based resources.
  • Strong computer skills, email skills, and professional etiquette.
  • Knowledge/proficiency of Windows applications including Word, Excel, and PowerPoint.
  • Interest in mastering new software or online university systems.
  • Operates personal computer to access e-mail, electronic calendars, and other basic supportive software.

 

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 the 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. 

 

Classified Title: Administrative Coordinator
Working Title: Coordinator, Faculty Affairs 
Role/Level/Range: ATO 37.5/02/OE 
Starting Salary Range: $17.42 - $23.95/hr (commensurate with experience)
Employee group: Full Time 
Schedule: Monday - Friday 8:30-5:00pm with occasional evenings and weekends to support faculty events 
Exempt Status: Non-Exempt  
Location: ​​​​​​​JH at Harbor East 

Department name: ​​​​​​​Faculty & Research Administration 
Personnel area: Carey Business School

 

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.

 

Johns Hopkins has mandated COVID-19 and influenza vaccines, as applicable. Exceptions to the COVID and flu vaccine requirements may be provided to individuals for religious beliefs or medical reasons or because the individual is pregnant or attempting to become pregnant. 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 which campus you will work.  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.

 

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

 

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https://www.eeoc.gov/sites/default/files/migrated_files/employers/poster_screen_reader_optimized.pdf

JH at Legg Mason Harbor East - Carey Business School