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Job Req ID:  114511

Sr. Administrative Coordinator

The department of Applied Mathematics and Statistics is currently seeking an experienced Sr. Administrative Coordinator to work in a dynamic, fast-paced team environment. This position will assist the Department Head as well as provide administrative support to faculty members and the department manager. This role will report directly to the Sr. Administrative Manager to ensure smooth and efficient functioning for the department as a unit. This position will include extensive internal and external interaction with faculty, staff, students, and other guests through phone, e-mail, other written correspondence, and face-to-face interaction. The position is expected to maintain a high degree of professionalism and trust on the telephone, in person, on Zoom, and via electronic communication, and must be able to prioritize and multitask based on changing needs and deadlines. Inter- and intra-office communication and teamwork skills are critical. This position will perform duties of a sensitive and highly detailed, technical nature, exercising administrative judgment and maintaining responsibility for quality of service and discretion.


Specific Duties & Responsibilities


Department Head support 40%

  • Manage Department Head’s calendar, and prepare meeting/travel folders, assuring that all pertinent information is accurate and available.
  • Schedule and manage Heads domestic and international travel and hotel arrangements.
  • Manage conflict-free calendar of meetings and appointments for the Head.
  • Draft and prepare for signature office communications as well as proofread and edit confidential and sensitive information.
  • Proof, edit and/or draft correspondence and reports for the Head.
  • Prepare Visiting Committee Report and Self Study Report.
  • Prepare faculty meeting agenda, attend and take minutes of the meeting.


Administration 50%

  • Arrange all aspects of faculty and postdoctoral fellow recruitment (posting advertisements, collecting applications, scheduling interviews, corresponding with applicants, etc.)
  • Create positions in Interfolio and manage users and groups.
  • Coordinate with Department Head and faculty members to prepare appointment, promotion, and renewal packages for faculty and postdoctoral fellows, including the drafting of appointment letters for non-tenured faculty and postdoctoral fellows.
  • Serve as liaison to Dean’s Office and Academic Affairs regarding appointment and promotion submissions.
  • Complete department forms and draft letters for employment visas and permanent residency sponsorships; serve as point of contact for the School’s HR Immigration Specialist and Office of International Services.
  • Process invoice payments related to employment visa applications and renewals, and permanent residency applications.
  • Maintain spreadsheet of all current department faculty and postdoctoral fellow appointments to track appointment end dates and work authorization renewal and expiration dates.
  • Independently manages special projects, office activities and committee meetings.
  • Uses various software applications, such as spreadsheets, databases, and electronic surveys to assemble, manipulate and/or format data and reports.
  • Working with the Sr. Administrative Manager, analyze operating procedures and revise as needed.
  • Other projects as assigned.


Seminar/Event Planning 10%

  • Assist in planning and execution of high-profile department events such as annual Advisory Board Meeting and named lectureship seminars.
  • Communicate with internal and external speakers and visitors; manage contracts and assist with travel/accommodation arrangements.
  • Handle non-employee travel reimbursement, contracts, catering, room reservations, advertising/publicity, AV support and other aspects, as needed.
  • Assist academic staff with the logistics of graduate and undergraduate events such as poster session, alumni networking events, etc.


Special Knowledge, Skills, & Abilities

  • Highly motivated self-starter with the ability to efficiently apply strong planning and project management skills to a range of program and administrative work/situations as needed.
  • Experience in administrative support in an office setting including calendaring, drafting business letters, data research, travel arrangements, taking minutes, maintaining filing systems, and working with confidential materials.
  • Strong verbal and written communication skills; with the ability to communicate effectively with constituents at all levels.
  • Demonstrated organizational skills with proven ability to effectively prioritize workload and be proactive in order to meet deadlines.
  • Must be collaborative with excellent interpersonal and customer services skills.
  • Ability to work effectively with faculty, staff and students from a variety of diverse backgrounds.
  • Excellent organizational skills, analytical and problem-solving abilities, and attention to detail.
  • Ability to perform basic internet and marketing research.
  • Ability to work collaboratively as part of a team.
  • Ability to work for long periods of time without direction, prioritize own work and to work with flexibility on several tasks simultaneously in order to meet various concurrent deadlines.
  • Proven ability to multi-task and process data quickly with a high level of accuracy.
  • Experience using SAP, Interfolio, and OnBase preferred.
  • Excellent computer literacy and resourcefulness: Word, Excel, Outlook, PowerPoint, Teams, SharePoint, OneDrive, and online research to independently problem-solve.
  • Experience in writing and editing professional letters, reports, and documents.
  • Experience in a higher education environment preferred.



Minimum Qualifications
  • High School Diploma or graduation equivalent.
  • Five years progressively responsible administrative experience.
  • Additional education may substitute for required experience, to the extent permitted by the JHU equivalency formula.


* JHU Equivalency Formula: 30 undergraduate degree credits (semester hours) or 18 graduate degree credits 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.


 

 

Classified Title: Sr. Administrative Coordinator 
Role/Level/Range: ATO 37.5/03/OF  
Starting Salary Range: $21.00 - $36.50 HRLY (Commensurate with experience) 
Employee group: Full Time 
Schedule: 37.5 hrs/wk, M-F 
Exempt Status: Non-Exempt 
Location: Hybrid/Homewood Campus 
Department name: ​​​​​​​Applied Math Admin 
Personnel area: Whiting School of Engineering 

 

 

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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