Classified Title: Administrative Coordinator Working Title: Executive Education Coordinator Role/Level/Range: ATO 37.5/02/OE Starting Salary Range: $17.25 - $23.72 per hour Employee group: Full Time Schedule: Monday through Friday 8:30am-5:00 pm with occasional evenings and weekends Exempt Status: Non-Exempt Location: 46-MD:JH at Harbor East Department name: 60005009-Corporate Education Personnel area: Carey Business School
The Office of Executive Education seeks an Administrative Coordinator that will provide complex administrative and project support to the Executive Education team and faculty. The candidate will be responsible for the coordination of a wide range of administrative and operational duties, projects, and event management.
The Office of Executive Education is fast-paced and dynamic, and is a collaborative environment which requires a candidate who is professional, nimble, innovative, and with strong attention to detail. This position reports to the Director to the Executive Education and works closely with the Executive Education team and faculty. The position may require work on nights and weekends on an occasional basis.
Specific Duties & Responsibilities:
General Administrative Support: 40%
Provide outstanding customer service to external and internal constituents, such as Executive Education participants, staff, and faculty members and external partners.
Represent Executive Education as appropriate in professional communication with faculty, administrators, staff, and external partners through timely response to questions, troubleshooting administrative issues, and gathering data as needed.
Requires frequent contact with staff and faculty at all levels of the organization, and both internal and external customers.
Provides general administrative support for the unit by maining the general Executive Education inbox, answering the office telephone, and performing day-to-day administrative activities.
Maintain an inventory of office and course supplies.
Works with IT, Operations, and Department of Events Management to troubleshoot issues.
Develops and recommends administrative processes/procedures to assure efficiency.
Assists the Executive Education team with scheduling and room reservation requests.
Creates and edits Word documents, Excel spreadsheets, and PowerPoint presentations for various meetings and presentations, including meeting minutes per the discretion of the supervisor.
Ability to make spending recommendations based on budget information.
Maintains accurate, up-to-date files and records, and ensures confidentiality where relevant.
Adept in performing accurate data entry.
Proactive, resourceful, and self-motivated, even in unstructured job situations.
Executive Education Programs: 40%
Provides logistical support for Executive Education events and seminars including room reservations and managing catering.
Assists with logistics for custom and off-site programs.
Effectively communicate with participants and faculty regarding Executive Education programs.
Assists with marketing materials including giveaways and the preparation of seminar materials.
Coordinate course materials with individual instructors.
Works independently to trouble-shoot issues.
Represent the department at seminars by providing logistical support and on-site customer service to participants and instructors.
Ability to execute high-quality events.
Create and distribute post-event Qualtrics surveys; download and share report to relevant stakeholders.
Business Development and Lead Generation: 10%
Assist in creating proposals to potential internal and external partners.
Assist in lead generation including warm and cold calls to potential participants and partners.
Other Duties as Assigned: 10%
Minimum Qualifications (Mandatory):
Bachelor’s degree from a regionally accredited college or university preferred.
3 years of related experience required.
Additional education may substitute for experience to the extent permitted by the JHU equivalency formula (30 undergraduate degree credits (semester hours) or 18 graduate degree credits may substitute for one year experience).
Experience in higher education environment preferred.
Familiarity with Carey Business School goals, standards, policies, and procedures preferred.
Special Knowledge, Skills, and Abilities:
Strong organizational skills, with an ability to multitask.
Attention to detail, both in communications and tasks/projects.
Ability to work independently and manage priorities.
Ability to work at a fast pace entrepreneurial environment.
Demonstrated experience in customer service and excellent communication skills.
Strong computer skills and professional etiquette.
Knowledge/proficiency of Windows applications including Word, Excel, and PowerPoint.
Interest in mastering new software.
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 email@example.com. 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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Johns Hopkins University remains committed to its founding principle, that education for all students should be grounded in exploration and discovery. Hopkins students are challenged not just to learn but also to advance learning itself. Critical thinking, problem solving, creativity, and entrepreneurship are all encouraged and nourished in this unique educational environment. After more than 130 years, Johns Hopkins remains a world leader in both teaching and research. Faculty members and their research colleagues at the university's Applied Physics Laboratory have each year since 1979 won Johns Hopkins more federal research and development funding than any other university. The university has nine academic divisions and campuses throughout the Baltimore-Washington area. The Krieger School of Arts and Sciences, the Whiting School of Engineering, the School of Education and the Carey Business School are based at the Homewood campus in northern Baltimore. The schools of Medicine, Public Health, and Nursing share a campus in east Baltimore with The Johns Hopkins Hospital. The Peabody Institute, a leading professional school of music, is located on Mount Vernon Place in downtown Bal...timore. The Paul H. Nitze School of Advanced International Studies is located in Washington's Dupont Circle area.