The Department of Chemistry in the Krieger School of Arts and Sciences is seeking an Administrative Coordinator who will provide high level administrative, academic, and event planning support including the Chemistry PhD Program, the Chemical Biology PhD Program, and the Platform for the Accelerated Realization, Analysis, and Discovery of Interface Materials Facility (PARADIM).
Specific Duties & Responsibilities:
Triage administrative requests made via phone, email, or walk-in
Administrative support for PARADIM, including but not limited to user onboarding, proposal and sample tracking, school and site visit coordination, trainee support, school event planning and orchestration, and report production
Perform administrative tasks as requested for staff and professors – including but not limited to finding information, correspondence, announcements, interacting with needed vendors for department events, scheduling, logistics for travel
Manage correspondence related to department gifts and alumni relations
Assist with data collection related to various periodic reports and surveys
Update department website
Develop presentations and reports
Calendars for conference rooms and lecture halls are populated with regular appointments
Database and correspondence related to departmental gifts is up to date and accurate
Data related to various periodic reports and surveys is accurate
Data provided to upper PARADIM management is up to date and accurate
Users reporting timely and effective onboarding experience
Trainees and staff reporting effective support with PARADIM operations
Website is updated in a timely and accurate manner
Assist with the scheduling of oral examinations (Dept Oral, GBO, Thesis Defense) in keeping with Graduate Board and department requirements, deadlines and paperwork submission (Chemistry and CBI)
Oversee PARADIM user visits, including those involving visiting students
Oversee student application and attendance processes for PARADIM schools; distribute onboarding and time-of-use information to school attendees
Maintain database of PARADIM users and their visits, particularly students
Oversee the visiting student application process
Liaison between visiting students and faculty to ensure that application materials are completed and uploaded
Distribute onboarding information to visiting students
Update, review, and submit faculty teaching assignments each semester
Review online course information for accuracy; make necessary changes
Submit course changes
Maintain online database (OneDrive) of course syllabi; distribute on request
Triage academic requests made by phone, email, or walk-in
Provide academic support – including but not limited to course materials, copies, and correspondence
Schedule classes, final exams, review sessions and other academic events
Oversee placement of department tutors
Academic requests are responded to in a timely and efficient manner
Classes, final exams, review sessions, and other academic events are scheduled such that they do not conflict or overlap with each other
PARADIM schools and user visits scheduled appropriately, without conflicts and in a timely manner
Requests for department tutors are responded to in a timely manner
Ensures that oral exams (Dept Oral, GBO, Thesis Defense) are set up efficiently
Academic information is available, reviewed regularly for accuracy
Manage annual symposiums, REU programs, Summer Programs and special event planning
Research and acquire venues for event and housing for attendees
Set up maintain web sites for various events
Manage on line submission of registrations
Work with vendors on all aspects of event coordination including but not limited to printed materials, event set up/break down, processing of expenses, reimbursements, travel planning
Minimum Qualifications (Mandatory):
High School Diploma
Minimum 3 years related experience
Additional education may be substituted for some experience
Experience in project tracking, web maintenance, publications design, and multiline phone system strongly preferred
Special Knowledge, Skills & Abilities:
Proficiency in the full Microsoft Office Suite (Outlook, Word, Excel, Powerpoint, et al.), Adobe Acrobat Pro
Advanced skills (or relevant training) in Filemaker, SAP systems, and web design applications (Wordpress)
Advanced computer skills with the ability to train and assist others if needed
Excellent typing, telephone, organizational, interpersonal, oral and written skills, with a precise attention to detail, and ability to triage requests
Ability to maintain confidentiality and discretion, adhering to FERPA and other pertinent university and department guidelines
Advanced knowledge (or relevant training) of frequently-requested university resources – parking, summer programs, registrar, housing, etc., preferred
Knowledge and skills to coordinate and execute events, e.g. coordinate summer schools and site visits
Advanced recordkeeping and reporting skills
Internal and External Contacts:
Internal Contacts: Staff and department faculty to provide information, advise, assist, perform administrative duties; PARADIM trainees, staff, and faculty to provide information, advise, assist, perform administrative duties, and track progress; central scheduling, bookstore and Registrar to exchange information; affiliated departments to represent department, exchange information and promote department events; Dean's office to represent department, exchange information, retrieve materials.
External Contacts: Area hotels, catering and other needed vendors for department in order to negotiate and purchase needed goods & services; PARADIM management at Cornell, to coordinate all aspects of platform operation, including user onboarding and tracking, proposal management and tracking, to plan and execute PARADIM-run/hosted events, and to track and report platform progress; Prospective PARADIM users and visitors, prospective students, postdoctoral candidates and parents and outside callers and visitors in order to advise, provide information or liaise with a more relevant contact
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: Administrative Coordinator Role/Level/Range: ATO 37.5/02/OE Starting Salary Range: $17.42 - $23.95/hr (commensurate with experience) Employee group: Full Time Schedule: M-F 8:30 - 5:00pm Exempt Status: Non-Exempt Location: Homewood Campus Department name: Chemistry Personnel area: School of Arts & Sciences
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