Classified Title: Sr. Administrative Coordinator
Role/Level/Range: ATO 37.5/03/OF
Starting Salary Range: $19.62 - $27.00 per hour
Employee group: Full Time
Schedule: M-F, 8:30 a.m. to 5:00 p.m.
Exempt Status: Non-Exempt
Location: 01-MD:Homewood Campus
Department name: 60006301-CEO Admin 3
Personnel area: Whiting School of Engineering
Position will provide support to the Assistant Dean of the Center for Educational Outreach (CEO) in WSE on a variety of initiatives; including SABES, WISE, Engineering Innovation and Barclay-Hopkins STEM Partnership to transform Barclay into a PK-8 STEAM school.
Specific Duties & Responsibilities:
Support of the Assistant Dean:
Manage the Deans calendar
Plan, coordinate and support numerous repetitive cross-divisional, internal and external meetings with VIPs including:
project management for each of these meetings. Some are annual, monthly, or semi-annually.
Taking minutes, and
Providing meeting materials
event management for each meeting
clear communication with VIPs so as to maintain excellent relationships
Project manage the volunteer process. Each summer and each semester we have groups of volunteers that need to be managed through the entire Child Safety Policy. So this person needs to identify who needs cleared, get them trained, get them scheduled for fingerprinting (prefer on campus option which requires coordinating with vendor and HR and others on Homewood campus), verify that they are cleared to work and resolve issues if not. This could be hundreds of volunteers every year. So it is critical to the success of all of our programs.
Project manage WISE each semester and summer - groups of high school students that need to be managed through the visiting student process. This process is time consuming and cumbersome, so the admin coordinator should work on process improvement across the organization once they get settled in.
Make travel arrangements and process expense reimbursements for Assistant Dean and Directors
Collect data and draft and/or edit reports on CEO accomplishments for various audiences
Organize the Deans office and CEO electronic files
Contribute updates to CEO websites
General Administrative Office Support:
Order supplies which involves creating shopping carts in SAP, researching for appropriate vendors as necessary, understanding policies related to allowable costs
Process online payments through SAP including travel reimbursements
Process student worker hires and payments through SAP
Plan and coordinate team outings and celebrations
Serve as point person for office space and furniture needs, facilities, operations, mail and shipping, and custodial issues.
Assist with special events (possible evenings and weekends.)
Lock and secure office at the end of each day, open at beginning or ensure that office is locked and unlocked if not here to do themselves.
Manage office keys and distribution
Other duties as assigned
Become expert user of the Outreach database, able to enter data, provide support to other CEO users and address issues with the vendor. Be able to run reports and extract data as needed. Be able to upload data as needed.
WISE program faculty recruitment and student recruitment from variety of Baltimore City Public High Schools with qualified students in collaboration with Outreach Advisor
Lead the nomination process and selection committee for the Irini J Mouralis Convocation award
Participate in the Henrietta Lacks Scholarship selection committee
Organize and plan campus tours for Baltimore City Public Schools as needed
Maintain CEO website by soliciting updates from team members
Responsible for developing and delivering CEO enewsletter for teachers obtaining input from team members and partners
Participate in CEO events leading STEM activities, as needed
Coordinate City Springs STEM Outreach Program during school year
Lead Tower of Power and participate in eWeek committee
Occasional evenings or weekend work
Other duties as assigned
Minimum Qualifications (Mandatory):
High School diploma/GED
Five years of progressively responsible experience in administration.
Additional education may substitute for required experience, to the extent permitted by the JHU equivalency formula.
JHU Equivalency Formula: 30 undergraduate degree credits (semester hours) or 18 graduate degree credits may substitute for one year of experience.Preferred Qualifications:
Bachelors degree preferred.
Special knowledge, skills, and abilities:
Strong written and oral communication skills
Excellent interpersonal skills
Basic financial skills (mathematics and spreadsheets)
Time management skills
Proficient event planning and meeting coordination skills
Must be detail-oriented and follow through on all assignments
Comfortable communicating with faculty, JHU students and leadership as well as Baltimore K-12 students, parents and teachers
Experienced with learning new systems
Technical qualifications or specialized certifications:
MS Office suite skills required; SAP experience desired (hiring and financials)
Experience with Word Press, Constant Contact, Org Incite preferred.
The successful candidate(s) for this position will be subject to a pre-employment background check.
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 HR Business Services Office at . For TTY users, call via Maryland Relay or dial 711.
The following additional provisions may apply depending on which campus you will work. Your recruiter will advise accordingly.
During the Influenza ("the flu") season, as a condition of employment, The Johns Hopkins Institutions require all employees who provide ongoing services to patients or work in patient care or clinical care areas to have an annual influenza vaccination or possess an approved medical or religious exception. Failure to meet this requirement may result in termination of employment.
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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