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Job Req ID:  115164

Faculty Administrative Coordinator

Johns Hopkins Carey Business School is seeking an experienced, tech savvy administrative professional with finance experience for the position of Faculty Administrative Coordinator. This position will be responsible for documentation and processing related to invoices and reimbursements, coordination of faculty seminar series, coordination of onboarding activities for new adjunct faculty, and maintenance of course information, required textbooks, and course syllabi. This position will also be responsible for maintaining faculty web pages and our faculty database.


Specific Duties & Responsibilities


Travel reimbursement delegate for assigned faculty. 

  • This involves a significant volume of transactions to be processed within Concur where timeliness, efficiency, and attention to detail is critical.


Process invoices and non-employee reimbursement.

  • This role will manage expense reimbursements and hotel invoices for faculty recruiting candidates and seminar speakers.


Seminar coordinator for assigned academic area.

  • Maintain correct seminars distribution list for assigned area.
  • Make hotel reservations for seminar guests.
  • Provide accommodation information to guest and maintain open communication with guest throughout their stay.
  • Keep public-facing Seminars webpage up to date with seminar speaker name, affiliation, and seminar date.


Academic area coordination.

  • Send course confirmations to faculty teaching in a given academic term in a given academic area.
  • Confirm textbooks to be used in each course in a given academic term in a given academic area. Communicate effectively with the University Bookstore partner to ensure that the proper titles are in the bookstore.
  • Maintain sample syllabi used in each course in a given academic term in a given academic area.
  • Make periodic webpage updates for area faculty.


Adjunct faculty onboarding.

  • Make virtual introduction between new faculty & course lead (or Academic Program Director),
  • Acquire necessary teaching resources (course packs, textbooks, JHED ID, sample syllabus, etc.).
  • Add new adjunct faculty entries to the PT faculty listserv.
  • Front-load CVs into Faculty Success.
  • Meet with adjunct faculty to explain Faculty Success process.


Special Knowledge, Skills, & Abilities

  • Must have strong organizational skills with the ability to be proactive and solutions focused.
  • Must be collaborative with excellent interpersonal and customer service skills.
  • Must be able to set and manage multiple priorities and respond quickly to changing needs and goals.
  • Ability to work independently and determine priorities.
  • Ability to work effectively with faculty, staff, and administration within the University as well as external contacts.
  • Exercise mature judgment, sensitivity, and diplomacy when dealing with all internal and external constituents.
  • Excellent verbal and written communication skill required.
  • Work constructively as part of a team.
  • Excellent interpersonal, collaborative and customer service skills to build working relationships across the school and university.
  • High degree of professionalism.
  • Must be capable of handling highly confidential matters.
  • Excellent attention to detail and highly organized with strong analytical, problem-solving, and critical thinking skills.
  • Advanced MS Office Suite skills including Word, Excel, PowerPoint and Outlook


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
  • Prior invoice and reimbursement processing experience.
  • Experience and understanding of University financial policies, practices and procedures
  • SAP experience.

 

 

Classified Title: Administrative Coordinator 
Job Posting Title (Working Title): Faculty Administrative Coordinator   
Role/Level/Range: ATO 37.5/02/OE  
Starting Salary Range: $18.20 - $33.90 HRLY ($50,700 targeted; Commensurate with experience) 
Employee group: Full Time 
Schedule: Monday-Friday 8:30 AM-5:00 PM with flexibility for occasional evenings and weekends 
Exempt Status: Non-Exempt 
Location: Hybrid/JH at Harbor East 
Department name: ​​​​​​​Faculty & Research Administration 
Personnel area: Carey Business School 

 

 

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.
Hybrid: On-site 3-4 days a week

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