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Posted: 27-Oct-23
Location: Baltimore, Maryland
Salary: Open
Internal Number: 111408-en_US
Johns Hopkins Carey Business School is seeking a highly qualified and professional Administrative Coordinator to support students and staff in our Baltimore location. The Administrative Coordinator position is responsible for the coordination of a wide range of administrative duties, projects, and event support of the Student Experience Team. Duties require customer service, problem-solving, attention to detail, initiative and discretion. The candidate must be able to work proactively and independently, exercise good judgment, and be able to work with multiple interruptions and stay on task. May perform duties of a sensitive and confidential nature.
Specific Duties & Responsibilities
Support for Diversity & Inclusion Programs (45%)
- Assist with the overall operations of the Diversity, Equity, Inclusion, and Belonging (DEIB) programs including Leadership Development Program, Summer Business Academy, and DEIB Summit.
- Provide administrative support to the DEIB director, to include managing an email listserv.
- Assist with the onsite fall and spring residency programs, including event and catering setup, checking in students and guests, and coordinating marketing photos and video opportunities.
- Assist with and attend monthly DEIB stakeholder meetings; draft agendas, take meeting minutes, and provide Zoom tech support.
- Coordinate and reserve Community Partnership meetings and external engagements.
- Process honorariums, reimbursements, and invoices.
- Very occasional staff support may be needed evenings and weekends.
Financial Project Management (20%)
- Use SAP financial software to process a high-volume of accounts payable and accounts receivable requests (invoices, reimbursements, travel request, etc.)
- Monitor receipt of items and organize invoices and reimbursements for payment and budget reconciliation.
- Coordinate supply and school merchandise orders.
- Obtain quotes from vendors, create work orders, track progress, route invoices, and manage communication between vendors.
- Create forms and spreadsheets to gather and track information for multiple projects and budgets.
- Ensure timely processing of reimbursement of expenses incurred for the Student Experience Team.
- Handle confidential and sensitive information in a tactful and discreet way.
General Administrative Duties for Programs and Student Services (15%)
- In collaboration with the Administrative Team, coordinate calendars, room and technology need for meetings.
- Use SIS (Integrated Student Information System) to obtain student information and run student reports.
- Provide Zoom technical support; manage breakout rooms, monitor chat, polls, troubleshooting, etc.
- Provide administrative support as needed for the Student Experience Team (SET).
- Schedule conference rooms and computer/AV equipment for on-site project meetings.
- Work collaboratively to build relationships across Carey, other JHU schools and outside entities to coordinate and manage tasks and projects.
- Serve as back-up support for the Washington DC Administrative Team.
Project & Event Support (15%)
- Oversee coordination of catering and vendor arrangements.
- Provide support for various events including orientation, commencement, student events, diversity projects, and seminars.
- Support large- and small-scale events; place catering orders, send invitations, track RSVPs, and send thank you notes/gifts.
- Attend project meetings or events when needed to provide support (some outside of usual work hours)
- Periodically answer questions at information tables regarding student resources.
Other duties as assigned (5%)
Special Knowledge, Skills, & Abilities
- Able to work independently and as a team member while managing confidential information and sensitive situations.
- Able to organize and maintain accurate electronic files and records.
- Interest in mastering new software or online university systems related to financial project management.
- Strong attention to detail with the ability to manage multiple projects.
- Exceptional interpersonal, communication (written and verbal), and organizational skills necessary to collaborate effectively and build strong working relationships across the School and University, as well as with external constituents.
- Ability to thrive in a fast-paced environment where multitasking is the norm, and where the ability to juggle multiple tasks and competing priorities under pressure with poise and creativity in order to meet deadlines is essential.
- Project management skills, with particular emphasis on the ability to be proactive, resourceful, and self-motivated.
- Ability to use technology to create administrative efficiencies and an interest in staying technically current and mastering new software or university online systems.
- Strong administrative skills, including a highly organized, detail-oriented approach to calendar management, data entry, and general executive support.
- Proven skills working with a variety of software and web-based applications related to administrative work including large scale communications scheduling, budgeting, project management, and data entry including but not limited to: Microsoft Suite (Word, Outlook, Excel, PowerPoint, Teams, Zoom), Concur, SAP, Qualtrics, and Zoom.
- Ability to collaborate effectively within a team dynamic as well as interact professionally and diplomatically with diverse group of individuals internally and externally.
- Must be agile and creative, able to adapt easily to new technologies.
Minimum Qualifications
- High School Diploma or graduation equivalent.
- Three years related experience.
- Additional education may substitute for required experience, to the extent permitted by the JHU equivalency formula.
Preferred Qualifications
- Bachelor's Degree strongly preferred.
- Experience with SAP or other financial software strongly preferred.
- Experience in higher education environment preferred.
- Familiarity with Johns Hopkins University goals, standards, policies, and procedures preferred.
Classified Title: Administrative Coordinator
Role/Level/Range: ATO 37.5/02/OE
Starting Salary Range: Min $18.00 - Max $33.50 HRLY ($51,500 targeted; Commensurate with experience)
Employee group: Full Time
Schedule: Monday - Friday 8:30 AM-5:00 PM
Exempt Status: Non-Exempt
Location: Hybrid/JH at Harbor East
Department name: Student Services
Personnel area: Carey Business School
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.
The successful candidate(s) for this position will be subject to a pre-employment background check. Johns Hopkins is committed to hiring individuals with a justice-involved background, consistent with applicable policies and current practice. A prior criminal history does not automatically preclude candidates from employment at Johns Hopkins University. In accordance with applicable law, the university will review, on an individual basis, the date of a candidate's conviction, the nature of the conviction and how the conviction relates to an essential job-related qualification or function.
The Johns Hopkins University values diversity, equity and inclusion and advances these through our key strategic framework, the JHU Roadmap on Diversity and Inclusion.
Equal Opportunity Employer
All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.
EEO is the Law
Learn more:
https://www.eeoc.gov/sites/default/files/migrated_files/employers/poster_screen_reader_optimized.pdf
Accommodation Information
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 Talent Acquisition Office at jhurecruitment@jhu.edu. For TTY users, call via Maryland Relay or dial 711. For more information about workplace accommodations or accessibility at Johns Hopkins University, please visit accessibility.jhu.edu.
Johns Hopkins has mandated COVID-19 and influenza vaccines, as applicable. The COVID-19 vaccine does not apply to positions located in the State of Florida. Exceptions to the COVID and flu vaccine requirements may be provided to individuals for religious beliefs or medical reasons. Requests for an exception must be submitted to the JHU vaccination registry. For additional information, applicants for SOM positions should visit https://www.hopkinsmedicine.org/coronavirus/covid-19-vaccine/ and all other JHU applicants should visit https://covidinfo.jhu.edu/health-safety/covid-vaccination-information/.
The following additional provisions may apply, depending on campus. Your recruiter will advise accordingly.
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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