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We are seeking a Administrative Coordinator who will provide administrative and secretarial support to the Office of Online Education (OOE), the Office of Assessment and Evaluation (OAE), and the Office of Information Technology (OIT). The amount of support should equal approximately 45% each for OOE and OAE, and 10% for OIT.
The position will interact with various Johns Hopkins University School of Medicine (JHUSOM) faculty, staff, students, and external stakeholders. The environment is fast-paced and collaborative and requires the ability to manage competing priorities efficiently and effectively.
The Administrative Coordinator is an integral member of the offices supported, and will work closely with several stakeholders, including staff from the three offices, staff and faculty from throughout the Johns Hopkins University School of Medicine and the Johns Hopkins enterprise, learners, and vendors.
The Administrative Coordinator reports jointly to the OOE Business Program Manager and the Director of OAE, with dotted line responsibility to the Director of OIT. Oversight of individual responsibilities and tasks will reside with the team member who made the assignment.
Specific Duties & Responsibilities
Provide administrative support to the directors and staff of OOE, OAE, and OIT, which includes managing calendars; scheduling regular and ad hoc meetings; organizing and maintaining paper and electronic filing; proofreading; preparing materials for meetings; arranging travel; arranging conference registrations; etc.
Support OOE, OAE, and OIT projects that include running reports from various systems, preparing/formatting PowerPoints, and building Excel spreadsheet documents.
Arrange events as requested, to include securing physical or videoconferencing (currently Zoom and Microsoft Teams) locations, ordering food, issuing invitations and tracking participation, arranging for AV or other support, taking minutes, etc.
Support live videoconferencing events, including hosting, recording, managing breakout and waiting rooms, monitoring chat, etc.
Provide supplemental course support like creating and distributing surveys via Qualtrics, recording attendance in CloudCME, enrolling users in Canvas, and assisting with basic user inquiries.
Coordinate and manage content on office websites using SharePoint or SiteExecutive.
Submit accounting transactions (such as A/R invoices, expense reimbursements, online check requests, non-payroll cost transfers, etc.) using the accounting system (currently SAP).
Reconcile monthly revenues and expense statements from SAP and other accounting systems such as Authorize.Net.
In coordination with the office leadership, develop vendor contracts, arrange meetings with vendors, create purchase orders as needed, and shepherd purchases through the procurement system.
Oversee and manage office supplies including inventory and ordering.
Use Procurement Card for purchasing in accordance with university policies,and reconcile Procurement Card statements via Concur.
Serve as receptionist for OOE, greeting clients, answering phones, maintaining reception and conference space, etc.
Other duties of similar nature as assigned.
Special Knowledge, Skills, & Abilities
Experience providing complex administrative support to multiple individuals.
Proficiency with Microsoft Office 365 (Word, Excel, PowerPoint, Outlook, SharePoint, OneDrive, Teams)
Excellent written and oral communication skills
Experience using videoconferencing systems (such as Zoom, Microsoft Teams, etc.)
Strong attention to details
Superior organizational skills
Excellent time management skills
Excellent interpersonal skills and ability to work positively and collaboratively with a wide range of individuals, including students, senior executives, faculty, IT (Information Technology) staff, etc.
Demonstrated ability to maintain the highest levels of professionalism with all stakeholders.
Physical Requirements
Must be able to verbally communicate effectively in person in English.
Must be able to communicate effectively via telephone and videoconferencing (such as Zoom and Microsoft Teams)
Must be able to carry out support of programs that require extensive work at a computer.
Must be able to utilize Excel or similar spreadsheet software programs to analyze data and prepare reports
Must be able to support multi-office operations and events, which may require occasionally lifting and carrying objects weighing 10 lbs. or less and pushing and pulling objects weighing 30 lbs. or less.
Must be willing and able to work in-person on the Johns Hopkins Medical Campus on scheduled days and upon request with advanced notice (hybrid work arrangement)
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.
Classified Title: Administrative Coordinator
Role/Level/Range: ATO 37.5/02/OE
Starting Salary Range: $17.95-$25.30-$32.60 HRLY (Commensurate with experience)
Employee group: Full Time
Schedule: M-F: 8:30-5:00
Exempt Status: Non-Exempt
Location: Hybrid/School of Medicine Campus
Department name: SOM Admin Assessment Evaluation
Personnel area: School of Medicine
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. 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.
Note: Job Postings are updated daily and remain online until filled.
To apply, visit https://jobs.jhu.edu/job/Baltimore-Administrative-Coordinator-MD-21205/1025114400/
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