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Job Req ID:  20142

Site Logistics Administrator


The Johns Hopkins Center for Talented Youth is a nonprofit dedicated to identifying and developing the talents of academically advanced K-12 students around the world. We provide today’s brightest students with fun, challenging courses; a community of engaged learners; and a strong foundation for future success in college and their careers. Want to join our team? We’re looking for mission-driven problem-solvers who can thrive in CTY’s diverse, collaborative, fast-paced, and results-driven work environment. We value innovation, creativity, integrity, and a shared commitment to the bright young people we serve. In return, we offer employees the opportunity to be part of the Johns Hopkins community and to take advantage of our generous benefits package, which includes affordable health-care options and tuition assistance for employees and their families.


General Summary/Purpose:

The purpose of this role is to provide a dedicated focus on site-related logistics. The role will coordinate site identification, evaluation and procurement, working in collaboration with the CTY Program Locations Committee, and will have primary responsibility for related tasks, such as including obtaining relevant data to aid the decision making process, sending out and fielding replies to RFPs, and responding to unsolicited inquiries from potential sites. This role will serve as an internal partner to Summer Program Managers, CTY Finance, and the JHU Procurement team on assessing the financial and programmatic performance of existing sites, predicting the enrollment and financial performance of new sites, and facilitating the execution of site agreements in a timely, risk effective manner. The role will design processes for and carry out site-related logistical tasks including handling all core purchasing.



  • Serve as the single point of contact with CTY Finance for site-related procurement and budgeting matters.
  • In collaboration with the CTY Program Locations Committee and Summer Programs staff, coordinate site identification, evaluation and procurement and assume primary responsibility for related tasks, which include
    • analyzing relevant data
    • preparing, distributing and fielding replies to RFPs
    • responding to unsolicited inquiries from potential sites
    • maintaining records of contacts with potential sites
    • coordinating and participating in (as needed) visits to potential sites by appropriate Summer Programs staff
    • collecting feedback on programmatic performance of sites from Program Managers
  • In partnership with CTY Finance, develop and implement processes to ensure that host institution agreements are financially and programmatically favorable, properly mitigate risks, and are executed in a timely fashion; provide strategic guidance to Program Managers on negotiations with host institutions.
  • Assume primary responsibility for site-related purchasing.
    • Site related purchasing includes:
      • Instructor-selected textbooks and classroom supplies, including collection of instructor tentative syllabi
      • Instructor-selected science equipment and consumables (e.g., chemicals and specimens)
      • Maintain inventory for equipment needed to operate summer sites including vehicle, bus, cell phone, and equipment rentals
      • Branded t-shirts and lanyards for all participants
  • Tasks related to purchasing include:
    • Aggregating needs and specifications from Program Managers
    • Soliciting competitive bids when appropriate
    • Seeing that agreements are properly vetted and executed
    • Handling paperwork and collaboration required to set up vendors
    • Coordinating with CTY Communications and Marketing on designs for branded items
    • Placing orders with vendors
    • Purchasing card and purchase order reconciliation
    • Reviewing and approving invoices
  • Assume primary responsibility for other site-related logistics, to include:
    • Managing the set up and maintenance of site email service accounts.  Maintain tracking of site e-mail accounts, passwords and communicate changes to impacted teams timely and without disruption
    • Partnering with CTY Finance to facilitate the work-flow of site petty cash allocations.  Will project manage process to ensure amounts are approved, account creation and serve as single point of contact for collaboration with CTY Finance teams
    • Partnering with CTY Finance to define and implement the site petty cash accounting process, to include creating user manuals and developing and implementing training for summer site employees.
    • Managing the staff visa application process for U.S. staff working in Hong Kong.
    • Creating student ID badges and carpool placards for CTY day programs.
  • Define and document processes related to the role. Identify opportunities and make recommendations to improve the efficiency of processes for all stakeholders.
  • Serve as hiring manager and supervisor for any casual staff approved to assist with seasonal volume.


Minimum Requirements:

  • Bachelor’s degree in related field.
  • Four years of administrative experience managing complex processes.
  • Experience managing multiple priorities and tasks simultaneously. Demonstrated ability to succeed in a fast paced environment and manage seasonal changes in work volume.
  • Prior experience managing purchasing processes and experience with vendor service agreements. Demonstrated understanding of risk management related to procurement.
  • Ability to travel as needed to tour current and prospective sites (not to exceed 10%).
  • Experience in an educational environment and working with faculty stakeholders strongly preferred.


Required Special Skills and Knowledge:

  • Microsoft Office Suite with advanced Excel skills.
  • Excellent interpersonal skills with ability to work collaboratively as part of a team.
  • Exceptional verbal, written and interpersonal communication skills.
  • Demonstrated organizational skills with proven ability to prioritize workload.
  • Ability to analyze and collaborate on innovative solutions and the implementation of solutions.


Internal and External Contacts Required as part of the job:

  • Internal Finance and/or Purchasing Departments
  • External Host Institutions
  • External Vendors and Suppliers
  • Summer Programs Program Managers


Physical Requirements for the Job:

  • Ability to sit in a normal seated position for extended periods of time.
  • The incumbent will be required to communicate regularly via telephone and face to face with internal and external customers and must be able to exchange accurate and timely information in these settings.
  • Position also requires a degree of mobility common to working in an office environment; bending, kneeling or standing during events and presentations may be required.
  • Frequent communication with internal and external customers and must be able to exchange accurate information in these situations verbally and in writing.
  • Occasional movement about the office to access file cabinets, office machinery, various workstations, etc. 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. Dexterity of hands to operate a computer keyboard, mouse pad and other office machinery.


Supervisory Responsibility:

  • As needed, supervise seasonal temporary staff members.


Budget Authority:

  • While this role is not directly responsible for managing a cost center, the role is responsible for overseeing, including approving, program-wide purchasing and vendor service agreements for hundreds of thousands of dollars.


Additional Information:

  • Applicants must be authorized to work in the US.
  • All employees participating in or serving children in University programs must participate in mandatory Child Abuse Prevention online training on the appropriate conduct around children, protecting children from abuse and neglect, and reporting of known or suspected child abuse and neglect.


Classified Title: CTY Site Administrator Logistics 
Working Title: Site Logistics Administrator  ​​​​​
Role/Level/Range: ACRP/03/MC 
Starting Salary Range: $45,195 - $62,225 per year
Employee group: Full Time 
Schedule: Monday-Friday, 8:30am-5:00pm 
Exempt Status: Exempt  
Location: 02-MD:Mount Washington Campus 
Department name: 10000105-Summer Programs 
Personnel area: Academic and Business Centers


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.


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