Career Center
Baltimore, Maryland
Baltimore, Maryland
Posted: 18-Jan-23
Location: Baltimore, Maryland
Salary: Open
Internal Number: 107327-en_US
Scheduling & Event Services at Johns Hopkins University on the Homewood Campus offers a unique yet comprehensive on-campus living and learning experience for internal and external guests and students from all over the country while showcasing the campus, facilities, and services. The summer operations operate as a certified one-stop shop to external clients and hosting 45-55 programs every summer over a 10-week period with 58,000 60,000 bed nights. The summer operations and events hosted on campus are responsible for generating in excess of $5M in gross revenue while contributing to the University's economic impact to the surrounding community, city, and State of Maryland.
We are seeking a Administrative Coordinator who's position is a critical support position reporting to the Assistant Director of Summer Conferences and assists in managing and overseeing the summer conference operations and staffing. The position will provide administrative support to the Assistant Director and the Scheduling & Event Services Office with all forms of communications, overseeing student staffing and front desk service operations, working directly with clients, vendors and being a main liaison to various campus partners with providing information necessary to execute a successful residential summer conference season.
Specific Duties & Responsibilities
Summer Residential Conferences
- Assist in the management of the summer conference operations.
- Develop, maintain, and coordinate summer information orientation sessions, orientation videos for new and incoming clients, and maintain regular communication and updates with residential groups.
- Develop timelines and other resources needed to guide and assist coordinators through the summer housing and dining process.
- Ensure staff enforce all housing and safety policies and procedures in the residence hall to maintain a safe living environment.
- Required to be a designated Campus Security Authority (CSA), requiring reporting on any crimes observed.
- Manage Clery Training form submissions required of all adult summer chaperone staff living in the building with minors requiring crime reporting observed while on campus.
- Interview, hire, train, and schedule approximately 20-25 student staff and managers; participate in the hiring and training of academic year student staffing.
- Assist with developing promotional and information documents for student employment, as well as informational signage and materials.
- Manage the summer conference front desk services provided to guests between May and August.
- Manage and oversee the inventory, distribution, troubleshooting, tracking, and replacement of keys and access cards for approximately 3,000 beds and over 6,000 guests over the course of the summer.
- Develop office surveys using university assessment software.
- Update and disseminate summer service evaluations to guests, compile and report back on feedback.
- Work closely with campus partners to provide safe and comfortable guest experience while staying on campus (i.e., Custodial, Maintenance, Housing, Dining, Security, Parking).
- Provide extra staffing assistance with check-in and checkout days as needed.
- Participate in the weekly summer on-call rotation.
- Resolve and troubleshoot issues related to residential groups.
Administrative
- Maintain social media platforms and website updates.
- Assist with developing and maintaining information on the Scheduling & Events SharePoint site used to communicate with the campus community for important updates and changes to policies and processes with scheduling and services.
- Receive and respond to incoming calls, emails with guests, students, parents, and coordinator questions or concerns.
- Assist in producing materials, brochures, forms, documents, and reports.
- Maintain learning outcomes for student staff and metrics to gauge success.
- Process weekly student payroll in SAP, including processing corrections, new hire ISRs and reviewing payroll with students and answering questions (hire and change personal, position, salary data etc.) Maintain personnel/payroll files for weekly employees, facilitate FMLA documents as necessary.
- Prepare purchase requests for supplies and equipment and reimbursements.
- Allocate P-Card expenses to appropriate budgets and maintain supporting documentation.
- Serve on department and university wide committees.
- Other duties as assigned.
Additional Information
- Occasional overtime or flexible schedule, including some weekends during spring and summer sessions.
- Flexible hybrid schedule available during non-peak summer season.
Minimum Qualifications
- High School Diploma or graduation equivalent required.
- Additional education may substitute for experience in accordance with the JHU equivalency policy.
- At least three years administrative experience required.
- Experience with public speaking, designing brochures, flyers, or materials using desktop publishing software and managing social media accounts.
- Must be able to lift items up to 30 pounds, able to make multiple trips walking back and forth across campus and throughout buildings, and occasional standing outside during the summer for long periods of time.
Preferred Qualifications
- Minimum of 2 years of experience in customer service preferred.
- Work in a collegiate environment preferred.
- Strong administrative/organizational skills, exceptional customer service skills, excellent computer skills - report writing, desktop publishing, webpage design, word processing and spreadsheet.
- Ability to efficiently multitask and prioritize while handling multiple projects and interruptions. Able to work in a very fast paced environment.
- Must have strong verbal and written communication skills as well as proficient computer skills. Ability to act independently on own initiative and must be flexible to handle multiple tasks. Excellent customer service skills are necessary to provide pleasant friendly service to students, parents, vendors and other visitors.
Classified Title: Administrative Coordinator
Role/Level/Range: ATO 37.5/02/OE
Starting Salary Range: $17.95-$25.30-$32.60 HRLY (Commensurate with experience)
Employee group: Full Time
Schedule: M-F 8:30 am - 5 pm
Exempt Status: Non-Exempt
Location: Homewood Campus
Department name: Scheduling & Event Services
Personnel area: University Student Services
Total Rewards
The referenced salary range is based on Johns Hopkins University's good faith belief at the time of posting. Actual compensation may vary based on factors such as geographic location, work experience, market conditions, education/training and skill level. Johns Hopkins offers a total rewards package that supports our employees' health, life, career and retirement. More information can be found here: https://hr.jhu.edu/benefits-worklife/
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.
The Johns Hopkins University values diversity, equity and inclusion and advances these through our key strategic framework, the JHU Roadmap on Diversity and Inclusion.
Equal Opportunity Employer
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.
EEO is the Law
Learn more:
https://www.eeoc.gov/sites/default/files/migrated_files/employers/poster_screen_reader_optimized.pdf
Accommodation Information
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 jhurecruitment@jhu.edu. 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.
Johns Hopkins has mandated COVID-19 and influenza vaccines, as applicable. Exceptions to the COVID and flu vaccine requirements may be provided to individuals for religious beliefs or medical reasons. Requests for an exception must be submitted to the JHU vaccination registry. For additional information, applicants for SOM positions should visit https://www.hopkinsmedicine.org/coronavirus/covid-19-vaccine/ and all other JHU applicants should visit https://covidinfo.jhu.edu/health-safety/covid-vaccination-information/.
The following additional provisions may apply, depending on campus. Your recruiter will advise accordingly.
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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