Johns Hopkins Whiting School of Engineering is seeking an Administrative Specialist to join the Center for Learning Design and Technology (CLDT) team. The CLDT supports the Whiting School of Engineering with course design and development, classroom technology, instructional technology, events, and media services. The CLDT team is a tightknit group of creators and technologists.
This is a key position on the team, leading the administrative function of CLDT and its work supporting 600 part-time faculty members, 300 full-time faculty members, and 100 teaching assistants and graders, ensuring the effective functioning of CLDT and its faculty and graders through scheduling, maintaining correspondence, maintaining inventory, purchasing, invoicing, and preparing reports. This position will provide non-routine, varied, high level admin expertise for CLDT and our internal and external clients, including project work that requires considerable research, initiative, and independent discretion..
This position will work directly with CLDT leadership on special projects and will lead day-to-day operations of the CLDT office in the Stieff Silver Building, and help support our other locations including online, APL, and East Baltimore. The Administrative Specialist must be organized, self-directed, able to independently troubleshoot and research problems, and possess good communication skills.
Specific Duties & Responsibilities
Project Management 60%
Manages high level projects requiring coordination with various internal and external partners, including marketing and communications, events, student affairs, WSE IT, facilities and operations, and WSE leadership on special projects and events.
Responsible for all aspects of ad hoc CLDT initiatives and researching best practices, developing programs, and ensuring the necessary support for these along with recurring department initiatives, e.g., committee meetings, speaker series, annual reports, annual retreat, and staff review cycle.
Serves as point of contact for all visiting speakers to include letters of agreement, and honorarium preparation/submittal, as well as ensuring speakers are prepared and welcomed.
Coordinating faculty cohort planning, including the accurate generation, distribution, and storage of appointment letters for EP part-time faculty and graders, and ensures that faculty and hired, time is tracked, and faculty are paid accurately.
Supports technical logistics for faculty development sessions.
Tracks and inventories CLDT purchases of equipment loaned to faculty.
Responsible for working with WSE HR and Finance to facilitate the hiring and onboarding of new staff and promotions of existing staff.
Supervises student workers and administrative contractors, as needed, assures timely approval of hours to ensure on time pay.
Manages the annual evaluation process for CLDT staff.
Administrative Management 40%
Oversee administrative coordination of CLDT leadership, faculty and graders.
Provides budget and purchasing support to include reconciling credit cards, monitoring departmental budgets, and managing office inventory.
Exercise independent judgment in prioritizing meeting schedules and preparing a timeline. Makes good decisions when scheduling classroom use, technology updates and studio training.
Supports CLDT leadership by scheduling meetings with various stakeholders (online, onsite, and non-credit programs).
Schedules faculty development calendars.
Responsible for tracking the accreditation spreadsheet.
Communicates operating policies, announcements, and correspondence by email to all CLDT faculty and staff on behalf of leadership.
Special Knowledge, Skills, & Abilities
Strong knowledge and experience with computer software and peripherals (e.g., printers, webcams, and scanners).
Advanced Microsoft Office skills (e.g., PowerPoint, SharePoint, MS Teams, Excel).
Ability to communicate and collaborate using a variety of meeting tools (e.g., Zoom, MS Teams, etc.).
Experience with project management and task tracking software (e.g., Asana, Zendesk).
Strong customer services skills.
Ability to work independently, multi-task, and be organized.
Five years in providing high level expertise.
Additional related experience may substitute for required education, tothe extent permitted by the JHU equivalency formula.
Classified Title: Administrative Specialist Role/Level/Range: ATP/03/PC Starting Salary Range: $52,230-$71,890-$91,550 Annually (Commensurate with experience) Employee group: Full Time Schedule: Mon.-Fri. / 8:30 AM - 4:30 PM Exempt Status: Exempt Location: Hybrid/Homewood Campus Department name: Center for Learning Design & Technology Personnel area: Whiting School of Engineering
Total Rewards The referenced salary range is based on Johns Hopkins University's good faith belief at the time of posting. Actual compensation may vary based on factors such as geographic location, work experience, market conditions, education/training and skill level. 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/
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 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.
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