Reporting to the Senior Grants and Contracts Analyst of the Johns Hopkins Mathematical Institute for Data Science (MINDS), the Senior Administrative Coordinator will provide high-level administrative support to the Director of the Johns Hopkins Mathematical Institute for Data Science (MINDS). Duties require initiative, high standard of independent judgment. Will coordinate all administrative tasks for MINDS including, but not limited to, making travel arrangements, processing expense reimbursements, updating website and marketing materials, and event planning. Will support the director in all administrative detail, scheduling, email, and calendar/schedule requests and updates; arrange all aspects of meetings for the director, including assembling and developing materials pertinent to meetings, event planning including all logistical details. As this position involves timely work and issues of a sensitive and confidential nature, the successful candidate must demonstrate careful judgment, a high level of discretion and the ability to work independently. The successful candidate will be the first point of contact for senior leaders at the university, outside national and international organizations and peer institutions collaborating with MINDS. The ideal candidate will have familiarity with the administration of the Johns Hopkins University.
Specific Duties & Responsibilities:
The primary duties and responsibilities of the job:
Manages all administrative activities for the director, including: drafting and proofing correspondence; preparing meeting folders, assuring that all pertinent information is accurate and available to the director; maintaining director's CV and annual report; acting as liaison between donors, colleagues and other VIPs and the director. Responsible for managing a conflict-free calendar for the director, while exercising a high level of independent judgment in prioritizing requests for time on the director's calendar and in resolving scheduling conflicts.
Coordinates, organizes, plans and/or executes all aspects in support of meetings, committees, conferences, travel, and events, including payments and/or reimbursements, involving the director and/or MINDS members; independently reviews and re-routes correspondence (written, electronic, and phone/voicemail) directed to director, taking responsibility for handling those matters which do not require his attention; produces reports as required, using various software including Excel, Access, Word, PowerPoint, Keynote, HTML and LaTeX. Must use independent initiative in using computer programs in an interactive manner to ensure accuracy and efficient use of time and technology.
Manages time-sensitive projects, determines priorities, and maintains a high degree of professionalism and confidentiality, comfortably taking initiative and exercising independent judgment to resolve difficult and/or changeable situations or issues with tact and good judgment.
Maintains email distribution lists and shared calendars; manages/tracks invoice payments, procurement card reconciliation, purchasing of office supplies, conference/ travel arrangements and expense reimbursements; interprets and implements university and outside agency rules, regulations, policies and procedures; secures room resources for meetings, presentations, and events including arranging for AV resources and set-up; oversees document destruction.
Proactively manages tasks and sets priorities for event planning, such as a large annual retreat or weekly seminars. Coordinates and manages visits from VIP's, and plan director's national and international travel. Researches, collects, and compiles information concerning the work of MINDS to distribute to visitors. Negotiates with vendors for event planning/support and housing for foreign students/scholars.
Creates budget for large events, tracks expenditures to ensure spending is within approved budget.
Updates website content obtained from MINDS faculty using WordPress.
Creates/revises/Implements systems or procedures as necessary to improve workflow and efficiency.
Reconcile P-Card account for approval.
Pay invoices using the on-line payment requisition in SAP for faculty, staff and students.
Process travel expense reimbursements through SAP for faculty, staff and students.
Orders supplies, maintains inventory and anticipates lab needs as needed.
Uses SAP Shopping Cart and Core Services for lab purchases.
Coordinate and process student hires via SAP HR database
Performs other duties as assigned by the Senior Grants and Contract Analyst.
Minimum Qualifications (mandatory):
High School Diploma or GED;
Five years progressively responsible administrative experience.
Additional education may substitute for experience to the extent permitted by the JHU equivalence formula.
Bachelor's degree in a relevant field, preferably related to administrative functions, strongly preferred.
Experience working on a wide variety of special projects and special assignments strongly preferred.
Experience and familiarity with PowerPoint and Keynote presentations a strong plus. Familiarity and experience with communicating positive message to donors and center participants preferred. Prior work experience in a higher education environment is a plus. Prior experience with SAP or similar institutional financial and human resource database is required.
Special Knowledge, Skills, and Abilities:
- Demonstrated administrative experience, preferably in an academic setting. - Prior experience providing administrative support to an executive. - Excellent organizational skills; strong interpersonal, collaborative, organizational, analytical, and oral/written communication skills. - Expertise in use of MS Office applications, especially Excel, Word, and Outlook. - Experience in use of university financial systems, particularly SAP. - Working knowledge of SAP related to travel reimbursements and shopping cart. - Knowledge of JHU administrative policies and procedures preferred. - Demonstrated report preparation. - Ability to multitask, work independently, manage complex projects, and attention to detail. - Must project tact, excellence and outstanding performance to all of the institutions within Hopkins and with external contracts. - Must have strong organization and planning skills, superior interpersonal skills including dealing adeptly with a variety of personality types. - Must be able to work independently with minimal supervision. - Must be able to maintain a high level of confidentiality. - Must make independent decisions and prioritize workload skillfully and independently. - Excellent computer skills with working knowledge of software applications such as spreadsheets, word processing, and graphics packages. - Expertise with Excel, Word, email packages, Word Press, Google calendaring, text messaging and electronic interaction required.
Internal and external contacts required as part of the job:
Parents, Students, Donors, colleagues, Department Chairs, Center Directors, Faculty, Vendors, Visitors.
Degree of independent action performed on the job:
Works independently with minimal supervision.
Computer or other special needs for the position:
Expertise with excel, word, email packages, Google calendaring, text messaging and electronic interaction required.
Classified Title: Sr. Administrative Coordinator Role/Level/Range: ATO 37.5/03/OF Starting Salary Range: $19.82 to $27.27 per hour Employee group: Full Time Schedule: M-F 8:30 am-5:00 pm Exempt Status: Non-Exempt Location: 01-MD:Homewood Campus Department name: 60008628-MINDS Institute Personnel area: Whiting School of Engineering
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 email@example.com. 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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