The Administrative Coordinator in the Neuroscience and Behavioral Biology Programs works largely independently to perform a range of critical and detail-oriented administrative tasks for the Department. This position works closely with the Academic Program Administrator to ensure efficient daily operations for the Programs in areas such as financial administration, event planning, building/facilities management, and general administrative office support. This position is responsible for critical data entry and recordkeeping, must be able to focus amidst consistent interruptions, and must be able to prioritize multiple projects and deadlines. This position serves as the first point of contact for visitors to the Program and must manage the front desk in a courteous and professional manner.
Specific Duties & Responsibilities
Events and Visitor Planning
Plan, coordinate, and/or assist with all departmental events, including: secure appropriate venue for each event; work with caterer to plan an appropriate menu, with budget and dietary restrictions in mind; circulate announcements/invitations to the event; record RSVP and/or attendance as necessary; assist with venue set-up and/or clean-up as appropriate
Provide administrative support for Nu Rho Psi events, including: attending Executive Board meetings, ordering food for General Body Meetings, making travel arrangements for incoming speakers for the Undergraduate Research Symposium, High Table and Brain Awareness Week; making hotel reservations for incoming speakers; managing the honorarium process from vendor set-up through payment; ordering catering for the events
Occasionally purchase food/supplies in person as needed for events
Organization of Records
Maintain records of Neuroscience students research, including names and locations of research, names and email addresses of PIs in research labs, credits per semester for each assigned research
Keep records of purchases, events, and supplies (both electronic and hard copy)
Keep current databases of students and alumni.
Keep a database of events from vendors used, supplies needed and a list of everything needed.
Maintain program office calendars using electronic calendaring system
Serve as one of the key coordinators for the department; accurately maintain inventory of departmental keys including current and accurate lists of keys and key holders; order new keys as necessary
Coordinate facilities, maintenance, and custodial services as necessary for all departmental spaces
Coordinate all recycling requests (furniture, electronic, or “regular” recycling)
Under the direction of the Academic Program Administrative, coordinate details for office moves as necessary
Initiate telecommunications service requests
Check each day to see what needs to be done in the office to keep it orderly.
Check supplies needed regularly.
Organize and distribute daily mail and package deliveries
Assign keys to students and faculty; maintain current database of keys issued
Keep program bulletin boards current with relevant information
Financial and Procurement
Independently vet a high volume of employee and non-employee travel and non-travel business expense reimbursement requests for appropriateness and completeness
Initiate reimbursement transactions with particular attention to accuracy in data entry; monitor workflow through to final approval and release by Accounts Payable
Independently review vendor invoices for correctness prior to initiating online payment request transaction
Initiate online payment requests, with attention to accuracy in data entry; monitor workflow through to final approval and release by Accounts Payable
Initiate shopping carts and manage purchase orders, including completing goods receipts as required and/or resolving PO-related discrepancies
Initiate paperwork and process payments for Independent Contractors
Use PaymentWorks to set up new vendors
Order materials for the Neuroscience labs, including animals and supplies
Keep records of lab supplies including: supply information (type, quantity, model number), vendor/manufacturer and purchase order information
Collect and process membership dues for Nu Rho Psi Honor Society (Fall semester) and National Nu Rho Psi (Spring semester)
Oversee student employees’ hiring and payroll processes. Process weekly timesheets, initiate hiring and termination ISRs; assist with any HR/payroll issues for students
Track Procurement Card (P-Card) purchases and submit them weekly for review.
Keep records of all purchases made.
Minimum Qualifications (Required)
High School Diploma/GED
Three (3) years related experience.
Additional education may substitute for required experience, to the extent permitted by the * 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. *
Some college, experience with SAP
Special Knowledge, Skills, and Abilities
Must have excellent computer skills with proficiency in MS Office, Word, Excel, Publisher, SAP, email, and electronic calendaring system.
Must also have experience with general office equipment (copier/scanner/fax machine) as well as general office protocols (filing and record-keeping).
Knowledge of JHU as an enterprise preferred.
Social media skills preferred, but not required.
Excellent oral, written, interpersonal communication skills, and telephone manner.
Must have excellent organization skills with the ability to pay close attention to detail, multitask, and be flexible in a dynamic environment.
Must work well in a team oriented office space and also possess the ability to work independently.
Must have knowledge of the basic business practices in a high placed, professional setting
Works largely independently
Classified Title: Administrative Coordinator Working Title:Administrative Coordinator Role/Level/Range: ATO 37.5/02/OE Starting Hourly Pay Rate Range: $17.42 - $23.95/ Commensurate with Experience Employee group: Full Time Schedule: Monday - Friday, 8:30 am - 5:00 pm / 37.50 hrs per week Exempt Status: Non-Exempt Location: 01-MD:Homewood Campus Department name: 10003288-Neuroscience Personnel area: School of Arts & Sciences
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 firstname.lastname@example.org. 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.
Johns Hopkins University remains committed to its founding principle, that education for all students should be grounded in exploration and discovery. Hopkins students are challenged not just to learn but also to advance learning itself. Critical thinking, problem solving, creativity, and entrepreneurship are all encouraged and nourished in this unique educational environment. After more than 130 years, Johns Hopkins remains a world leader in both teaching and research. Faculty members and their research colleagues at the university's Applied Physics Laboratory have each year since 1979 won Johns Hopkins more federal research and development funding than any other university. The university has nine academic divisions and campuses throughout the Baltimore-Washington area. The Krieger School of Arts and Sciences, the Whiting School of Engineering, the School of Education and the Carey Business School are based at the Homewood campus in northern Baltimore. The schools of Medicine, Public Health, and Nursing share a campus in east Baltimore with The Johns Hopkins Hospital. The Peabody Institute, a leading professional school of music, is located on Mount Vernon Place in downtown Bal...timore. The Paul H. Nitze School of Advanced International Studies is located in Washington's Dupont Circle area.