Classified Title: Administrative Coordinator Role/Level/Range: ATO 37.5/02/OE Starting Salary Range: $17.42 - $23.95 per hour Employee group: Full Time Schedule: M-F, 8:30-5:00 pm Exempt Status: Non-Exempt Location: 01-MD:Homewood Campus Department name: 10001486-Dept of Chemical and Biomolecular Engrg Personnel area: Whiting School of Engineering
The general nature or purpose of the job: The department of Chemical and Biomolecular Engineering is currently seeking an experienced administrative coordinator to work in a dynamic, fast-paced team environment. This position will assist the department Chair as well as provide administrative support to faculty members and the department manager. He/she will report directly to the Department Chair and Administrative Manager to ensure smooth and efficient functioning for the department as a unit.
Specific Duties & Responsibilities: Department Chair’s support (35%):
Manage Chair’s calendar, and prepare meeting/travel folders, assuring that all pertinent information is accurate and available.
Coordinate and manage Chairs’ domestic and international travel and hotel arrangement.
Manage conflict-free calendar of meetings and appointments for the Chair.
Draft and prepare for signature office communications as well as proofread and edit confidential and sensitive information.
Proof, edit and/or draft correspondence and reports for the Chair.
Prepare Visiting Committee Report and Self Study Report.
Prepare faculty meeting agenda, attend and take minutes of the meeting.
Seminar/Event Planning (30%):
Proactively manage tasks and arrange event planning at the annual AIChE Conference (300+ people) and annual Advisory Board Meeting.
Communicate with internal and external speakers and visitors; manage contracts, and travel/accommodation arrangements.
Handles non-employee travel reimbursement, contracts, catering, room reservations, advertising/publicity, AV support and other aspects, as needed.
Coordinate meetings, weekly seminars, and special events such as graduation reception, excellence awards, and department holiday party.
Coordinate and market weekly department seminar series.
Assist academic coordinators with the logistic of graduate and undergraduate events such as poster session, alumni networking event, etc.
Provide assistance to the graduate coordinator with tasks such as student recruitment and orientation.
Other Duties (35%):
Draft and prepare for signature appointment letters for non-tenured faculty and postdoctoral fellows.
Maintain spreadsheet of all current appointments (faculty and postdocs) in the department to keep track of end dates and work authorization dates for visa holders, for follow-up and re-appointment, prepare for and manage sabbatical leaves.
Coordinate domestic travel and hotel arrangement for guest speakers, fellows, and visitors.
Arrange all aspects of faculty recruitment (collection of applications, scheduling interviews, corresponding with applicants, etc.).
Assist the director/academic coordinator of the undergraduate program with ABET accreditation.
Maintain email lists and databases of students, alumni, and related professionals.
Provide general administrative support such as answering main office phone, sorting mails and deliveries, ordering office supplies and, submit service ticket for facilities issues, and administer copying machine and e-fax, reserve classrooms and conference room, update department bulletin board.
Provide administrative support to faculty related to teaching, such as photo copying course materials, ensure that microphone is working in the classroom, etc.
Working with the Administrative Manager, analyze operating procedures and revise as needed.
Other projects as assigned.
Minimum Qualifications (Mandatory):
High school diploma/GED required.
Minimum 3 years related experience required.
Additional education may substitute for experience.
JHU Equivalency Formula: 30 undergraduate degree credits (semester hours) or 18 graduate degree credits may substitute for one year of experience. 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.
Associate’s or Bachelor’s degree preferred
Special Knowledge, Skills, and Abilities:
Ability to take initiative and exercise independent judgment to resolve administrative problems.
Exceptional oral, written, and interpersonal communication skills.
Demonstrated organizational skills with proven ability to prioritize workload.
Ability to work collaboratively as part of a team.
Ability to work effectively with faculty, staff, and students from a variety of diverse backgrounds.
Excellent computer literacy, word processing, and spreadsheet skills.
Experience in administrative support in an office setting including calendars, travel arrangements, maintaining filing systems, working with confidential materials.
Knowledge of JHU administrative policies and procedures preferred.
Demonstrated interpersonal skills to interact with a wide range of internal and external contacts.
*In addition to your resume, please Include a cover letter with your application*
The successful candidate(s) for this position will be subject to a pre-employment background check.
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