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Job Req ID:  17976

Sr. Administrative Coordinator

 

General Summary/Purpose:

Coordinates a variety of internal and external events, builds and maintains relationships with external partners, and provides high-level administrative support for two key areas of the Students Affairs department of the Johns Hopkins Bloomberg School of Public Health.  Serves as receptionist in the Office of the Associate Dean for Enrollment Management, triaging guests to his office, the Offices of Career Services, Disability Support, Student Life, and SOURCE (Student Outreach Resource Center).  Reports to the Senior Director of Student Life Services office, and responsible for activities within the career services and student life areas. 

 

Specific Duties/Responsibilities:

  • Coordinates multiple events weekly throughout the whole year, with a higher volume of events at certain times in the academic cycle year.
  • Arranges and coordinates more than 40 events for Career Services including career fairs, leadership workshops, alumni receptions, expert panel presentations, and dinners.
  • Arranges and coordinates multiple internal and external student life activities throughout the academic year.
  • Arranges and coordinates multiple weekly seminars during the summer months as part of the Diversity Summer Internship Program.
  • Establishes, maintains, and develops relationships with individual contacts, businesses, and institutions that host and/or participate in departmental events.
  • Provide administrative support for the full operational cycle of the Diversity Summer Internship Program: assist with promotion and publicity, assist with preliminary review of applications, support the selection committee, serve as contact for interns, arrange for tours, assist with logistics, and implement on-boarding.
  • Conduct research related to internships, jobs, careers, scholarship opportunities, and applications. Conduct research for the purpose of benchmarking best practices at peer institutions.
  • Establish systems to track relevant metrics for each area, perform basic statistical analysis, and produce reports for management.
  • Field and respond to information requests from all levels of internal and external individuals and organizations regarding policies, procedures, and services provided by the offices (Career Services, Student Life, and Disability Support).
  • Promote and maximize utilization of on-line career management system among students, alumni, and employers.
  • Coordinate all aspects of the system: explain process and assist students and alumni; provide technical support to employers entering jobs; coordinate and present workshops to newly participating employers.
  • Interact with employers and outside agencies in planning and arranging recruitment visits to the school.
  • Responsible for maintenance and enhancement of all computer based records: contact email and mailing lists; prospective, admitted and enrolled minority students.
  • Arrange and provide interactive assistance for prospective minority student campus visits.
  • Update and maintain websites.
  • Edit and distribute a monthly online career services update bulletin.
  • Monitor library processes and the use of library resources.
  • Coordinates business card services.
  • Provide administrative support for office Director and Assistant Directors as needed, manage schedules, handle travel arrangements, draft and edit correspondence.
  • Triage calls and email messages; respond to emergency situations; schedule meetings appropriately.
  • Process travel reimbursements and corporate credit card purchasing activity.
  • Manage supply and distribution of student diversity recruitment literature.
  • Assign and supervise work of temporary student workers.

 

Minimum Qualifications:

  • High school diploma or equivalent.
  • Five (5) years progressively responsible administrative experience.
  • Additional education may substitute for experience to the extent permitted by the JHU equivalency formula.

 

JHU Equivalency Formula:  30 undergraduate degree credits (semester hours) may substitute for one year of experience.  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.

 

Preferred Qualifications:

  • Bachelor’s degree preferred.
  • Experience in a higher education environment strongly preferred.

 

Special Knowledge, Skills, and Abilities:

  • Demonstrated event planning skills required.
  • Proficiency in word processing, data bases, spreadsheets, and desk-top publishing applications required.
  • Familiarity with web-editing tools required.
  • Familiarity with Apply Yourself or other student service applications preferred.
  • Ability to gather, format and perform basic analysis of statistical data.
  • Must be sensitive to a variety of needs and concerns of diverse student populations, particularly underrepresented minorities, students with disabilities, and those from other countries/cultures.
  • Must be able to write, spell, and proofread accurately; must express thoughts clearly and concisely, both written and oral.
  • Ability to provide excellent customer service to individuals at all levels of an organization.
  • Excellent interpersonal and organizational skills as well as attention to detail.
  • Ability to multitask in a changing working environment.
  • Able to work occasional evenings for events.

 

Classified title: Sr. Administrative Coordinator 

Working title: Sr. Administrative Coordinator

Role/Level/Range: ATO 40/E/03/0F

Starting Salary Range: $19.82 - $27.27 (commensurate with experience)

Employee group: Full time

Employee Status: Non-exempt

Schedule: Monday-Friday - 8:00am-4:30pm 40hrs/Wk

Location: East Baltimore Campus – 615 N. Wolfe St. Bldg.

Department name: 10001060 - BSPH – Student Career Services

Personnel area (School):  UN05 BSPH - Bloomberg School of Public Health

 

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

 

School of Public Health - East Baltimore Campus