We are seeking a Senior Administrative Coordinator. Reporting to the Senior Grants and Contracts Analyst of the Johns Hopkins Mathematical Institute for Data Science (MINDS), the Senior Administrative Coordinator will provide high-level administrative support to the Director of the Johns Hopkins Mathematical Institute for Data Science (MINDS). Duties require initiative, high standard of independent judgment. Will coordinate all administrative tasks for MINDS including, but not limited to, making travel arrangements, processing expense reimbursements, updating website and marketing materials, and event planning. Will support the director in all administrative detail, scheduling, email, and calendar/schedule requests and updates. Arrange all aspects of meetings for the director, including assembling and developing materials pertinent to meetings, event planning including all logistical details. As this position involves timely work and issues of a sensitive and confidential nature, the successful candidate must demonstrate careful judgment, a high level of discretion and the ability to work independently. The successful candidate will be the first point of contact for senior leaders at the university, outside national and international organizations and peer institutions collaborating with MINDS. The ideal candidate will have familiarity with the administration of the Johns Hopkins University.
Specific Duties & Responsibilities
Manages all administrative activities for the director, including drafting and proofing correspondence, preparing meeting folders, assuring all pertinent information is accurate and available to the director.
Maintains director's CV and annual report acting as liaison between donors, colleagues and other VIPs and the director.
Responsible for managing a conflict-free calendar for the director, while exercising a high level of independent judgment in prioritizing requests for time on the director's calendar and in resolving scheduling conflicts.
Coordinates, organizes, plans and/or executes all aspects in support of meetings, committees, conferences, travel, and events, including payments and/or reimbursements, involving the director and/or MINDS members.
Independently reviews and re-routes correspondence (written, electronic, and phone/voicemail) directed to director, taking responsibility for handling those matters which do not require his attention, produces reports as required, using various software including Excel, Access, Word, PowerPoint, Keynote, HTML and LaTeX.
Must use independent initiative in using computer programs in an interactive manner to ensure accuracy and efficient use of time and technology.
Manages time-sensitive projects, determines priorities, and maintains a high degree of professionalism and confidentiality, comfortably taking initiative and exercising independent judgment to resolve difficult and/or changeable situations or issues with tact and good judgment.
Maintains email distribution lists and shared calendars.
Manages/tracks invoice payments, procurement card reconciliation, purchasing of office supplies, conference/ travel arrangements and expense reimbursements.
Interprets and implements university and outside agency rules, regulations, policies and procedures, secures room resources for meetings, presentations, and events including arranging for AV resources and set-up, oversees document destruction.
Proactively manages tasks and sets priorities for event planning, such as a large annual retreat or weekly seminars.
Coordinates and manages visits from VIP's, and plan director's national and international travel.
Researches, collects, and compiles information concerning the work of MINDS to distribute to visitors. Negotiates with vendors for event planning/support and housing for foreign students/scholars.
Creates budget for large events, tracks expenditures to ensure spending is within approved budget.
Updates website content obtained from MINDS faculty using WordPress.
Creates/revises/Implements systems or procedures as necessary to improve workflow and efficiency.
Reconcile P-Card account for reconciliation and approval.
Pay invoices using the on-line payment requisition in SAP for faculty, staff and students.
Process travel expense reimbursements through Concur for faculty, staff and students.
Orders supplies, maintains inventory and anticipates lab needs as needed.
Uses SAP Shopping Cart and Core Services for lab purchases.
Performs other duties as assigned by the Grants and Contracts Manager.
High School Diploma or graduation equivalent.
Five years progressively responsible administrative experience.
Additional education may substitute for required experience, to the extent permitted by the JHU equivalency formula.
Experience and familiarity with PowerPoint and Keynote presentations a strong plus.
Familiarity and experience with communicating positive message to donors and center participants preferred.
Prior work experience in a higher education environment is a plus. Prior experience with SAP or similar institutional financial and human resource database is required.
Bachelor's Degree in a relevant field, preferably related to administrative functions, strong preferred.
Classified Title: Sr. Administrative Coordinator Role/Level/Range: ATO 37.5/03/OF Starting Salary Range: $20.40 - $28.00/hr (Commensurate with experience) Employee group: Full Time Schedule: Monday-Friday 8:30am-5:00pm Exempt Status: Non-Exempt Location: Hybrid/Homewood Campus Department name: MINDS Institute Personnel area: Whiting School of Engineering
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.
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.
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 email@example.com. 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.
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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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