The Sr. Administrative Coordinator 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:30%
Manage the Dean’s calendar and Directors’ calendars as needed
Plan, coordinate and support numerous repetitive cross-divisional, internal and external meetings with VIPs
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
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
Draft/write/edit emails, reports, presentations, job descriptions, and grant proposals.
Organize the CEO electronic files
General Administrative Office Support: 25%
Order supplies: create shopping carts in SAP, research appropriate vendors as necessary, understanding policies related to allowable costs
Inventory and maintain CEO equipment including copiers and loaner laptops
Process online payments through SAP including travel reimbursements through Concur
Manage new employee onboarding
Hire and supervise student workers
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, custodial issues and other work requests.
Assist with scheduling and logistics for special events Lock and secure office at the end of each day, open at start of day.
Manage office keys and parking passes and track distribution
Manage a p-card and complete monthly reconciliation
Other duties as assigned
Administrator for HopkinsEngage (GivePulse) volunteer database. Become expert user, able to enter data, provide support to other CEO users and address issues with the vendor. Be able to run reports and extract data seasonally and ad hoc. Be able to import data as needed.
Project manage the volunteer process. Each summer and each semester we have groups of volunteers that need to comply with the Child Safety Policy. So this person identifies who needs to be trained and cleared, communicates this to them, tracks their training status, gets them scheduled for fingerprinting (requires coordinating with vendor, HR and others on Homewood campus), verifies that they are cleared to work and resolves issues if not.
Manage groups of high school students each semester and summer for paid and unpaid research internships
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.
Assist OST Program manager with WISE program JHU mentor recruitment and student recruitment from Baltimore City Public High Schools
Lead the nomination process and selection committee for the Irini J Mouralis Convocation award
Organize and plan campus visits for Baltimore City Public Schools as needed
Maintain CEO website and social media by contributing content and soliciting updates from team members
Responsible for developing and delivering CEO enewsletter for teachers obtaining input from team members and partners
Participate in CEO and partner events leading STEM activities, as needed
Lead annual Tower of Power and participate in eWeek committee
Liaison with WSE Marketing and Communications for CEO
Update business continuity plan for CEO
Document and improve office processes
Occasional evenings or weekend work
Other duties as assigned
Minimum Qualifications (Required)
High School diploma/GED
Five (5) years progressively responsible administrative experience.
Additional education may substitute for required 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 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. *
Bachelor’s degree preferred.
Experienced with learning new systems
Special Knowledge, Skills, and Abilities
Strong written and oral communication skills
Excellent interpersonal skills
Data collection, analysis and presentation 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
Able to manage multiple projects with varying and competing deadlines.
Comfortable communicating with faculty, JHU students and leadership as well as Baltimore K-12 students, parents and teachers
Demonstrated understanding of the importance of diversity, equity and inclusion in education and outreach.
Proficiency in MS Office suite (Word, Excel, Powerpoint), Sharepoint, Zoom, MS Teams and Adobe Acrobat pro skills required; SAP (hiring and financials), Concur, MS Visio, Canva, experience desired.
Experience with Word Press, MailChimp, GivePulse or similar programs preferred.
Classified Title: Sr. Administrative Coordinator Working Title: Sr. Administrative Coordinator Role/Level/Range: ATO 37.5/03/OF Starting Hourly Pay Rate Range: Employee group: Full Time Schedule: Monday - Friday, 8:30a to 5:00pm / 37.5 hrs per week in cluding some evenings and weekends Exempt Status: Non-Exempt Location: 01-MD:Homewood Campus Department name: 10001500-Center for Educational Outreach Personnel area: Whiting School of Engineering
The successful candidate(s) for this position will be subject to a pre-employment background check.
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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.