Classified Title: Administrative Coordinator Role/Level/Range: ATO 37.5/02/OE Starting Salary Range: $17.25 - $23.72 per hour Employee group: Full Time Schedule: M-F, 8:30 a.m. to 5 p.m. Exempt Status: Non-Exempt Location: 01-MD:Homewood Campus Department name: 10001346-Dean Office of Personnel area: School of Arts & Sciences
This position will provide administrative support to The Alexander Grass Humanities Institute (AGHI) and the KSAS Dean’s Office. This position serves as the first point of contact for all constituents of the AGHI. Functioning independently, the Administrative Coordinator serves as a liaison with other University departments and external organizations, and works in a fast paced and demanding environment. This position has overall responsibility for ensuring assigned projects and administrative matters are handled in a timely, accurate, and professional manner.
Specific Duties & Responsibilities:
Administrative Support for the Humanities Institute and KSAS Dean’s Office (50%)
Manage overall financial administration for the Institute; including budget planning and expense management, resource allocation, budget reconciliation, expense processing (including vendor, honoraria and other payments), and financial reporting
Manage calendars and schedule appointments for assigned principals and collaborate with administrative staff when necessary
Prepare written and email correspondence for review and distribution
Update the Institute’s website and other electronic portals as needed, e.g. Facebook and Twitter
Assist with scheduling travel and managing logistics
Develop presentations and reports
Manage and deliver information of a sensitive and confidential nature
Open, screen and distribute mail; etc.
Other duties as assigned
Project Support (25%)
Project support for the Humanities Institute and KSAS Deans Office
Provide special project support to the deanery and back-up support to the administrative support team; i.e., The Faculty Academy, budget planning cycle; special programs – Meyerhoff and Millennium Scholars; departmental reviews, etc.
Develop spreadsheets or other tracking tools
Gather and compile data and reports
Special Event Planning (25%)
Organize and manage special events, conferences, symposia and programs:
coordinate logistics, i.e. finding the best date(s), venue arrangements
working with caterers and external/internal vendors
ordering audio visual support/equipment
transportation planning, hotel reservations, etc.
Minimum Qualifications (Mandatory):
High school diploma/GED required. Associate degree is preferred.
Minimum of 3 years of related experience is required. Five or more years of experience preferred.
Additional education may substitute for 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.
Website content editing/updating experience is preferred, as well as experience drafting e-newsletters, presentations and reports. Experience in higher education or an executive level office is preferred.
Special Knowledge, Skills, and Abilities:
Knowledge of academic policies, procedures, practices and systems, both within Krieger and JHU.
Proficient with standard office equipment and software (i.e., Excel, Word, PowerPoint, Outlook, Adobe).
Knowledge of general fiscal management – cost center management, budget reconciliation, invoice processing and expense tracking.
Must be very organized and able to work independently and proactively with minimal supervision and use discretion and sound judgment in decision-making.
Ability to plan and coordinate events, including all details and logistics management.
Excellent oral, written and interpersonal communication skills and a good understanding of internal relationships.
Excellent time management skills and the ability to work well under pressure while handling multiple, shifting, and competing priorities.
Ability to maintain confidentiality and professionalism.
Technical Qualifications or Specialized Certifications:
Working knowledge and experience with internal Hopkins systems preferred (SAP, Interfolio, FilemakerPro, PaymentWorks, etc.)
The successful candidate(s) for this position will be subject to a pre-employment background check.
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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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