Faculty Administrative Coordinator (Faculty & Research Administration)

The Johns Hopkins Carey Business School is seeking an experienced, tech savvy Faculty Administrative Coordinator with finance experience for the position of Faculty Administrative Coordinator. This position will be responsible for 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.

Additionally, the Administrative Coordinator will provide administrative support and perform general office management duties necessary for the efficient operation of an office, unit, or program. The responsibilities of this role require significant collaboration and coordination with others.

Specific Duties & Responsibilities

Plan, support, and organize daily activities of the office, unit, or program.
Manage team or individual calendars, plan and schedule meetings, and coordinate associated logistics.
Prepare meeting materials (e.g., draft agenda, collect relevant information) and provide staff support for meetings. Record and draft meeting minutes, monitor and follow-up on action items.
Coordinate and provide various general office services, e.g., payroll, purchasing, records control, office moves/renovations, repairs and maintenance.
May serve as the liaison or contact with internal and external service providers.
Identify and resolve administrative problems and issues.
Analyze operating practices, processes and procedures (e.g., record keeping systems, forms control, office layout, workflow requirements).
Develop and recommend administrative processes/procedures to assure efficiency in general office operations; interpret and communicate operating policies
Develop and compile reports.
Assist with the preparation of presentations.
Assist with planning special events/functions, including workshops, conferences, etc.
Perform non-routine and confidential administrative functions, as needed.
Coordinate work assignments of students and/or temporary office support, as needed.
Coordinate preparation, set up and logistics for events/functions.
Assist with basic financial tasks, e.g. expense reports, invoices, reimbursements.
Other duties as assigned.

In addition to the duties described above

Serve as travel reimbursement delegate for assigned faculty.
Coordinate seminars for assigned academic area, including maintaining seminars distribution list, managing accommodation process for guests, and Seminars webpage maintenance.
Maintain adjunct faculty onboarding process.
Conduct regular walk-throughs of faculty and staff areas to build relationships, increase visibility, and foster a supportive presence for the administrative services provided.

Minimum Qualifications

High school diploma or graduation equivalent.
Two years of related experience.
Additional education may substitute for required experience, and additional related experience may substitute for required education beyond a high school diploma/graduation equivalent, to the extent permitted by the JHU equivalency formula.

Preferred Qualifications

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

Technical Qualifications & Specialized Certifications

Highly proficient with Microsoft Office programs including Outlook, Word, Excel and PowerPoint.

Technical Skills & Expected Level of Proficiency

Calendar Management - Intermediate
Electronic Office Tools - Intermediate
Event Coordination - Intermediate
Financial Administration - Intermediate
Meeting Coordination - Intermediate
Office Procedures - Intermediate
Oral and Written Communications - Intermediate
Organizational Skills - Intermediate
Report Writing - Intermediate

Classified Title: Administrative Coordinator
Job Posting Title (Working Title): Faculty Administrative Coordinator (Faculty & Research Administration)
Role/Level/Range: ATO 37.5/02/OE
Starting Salary Range: $18.20 - $33.90 HRLY ($52,000 targeted; Commensurate w/exp.)
Employee group: Full Time
Schedule: M-F 8:30am - 5:00pm
FLSA Status: Non-Exempt
Location: Hybrid/District of Columbia
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 requires all faculty, staff, and students to receive the seasonal flu vaccine. Exceptions to the 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.

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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