Administrative Coordinator Job at Johns Hopkins University in Baltimore

We are seeking an Administrative Coordinator. This position will provide high level administrative, academic, project and event planning support for the Department of Biology in the Krieger School of Arts and Sciences, including, but not limited to the Biology CMDB Program, Biology Undergraduate Activities, and Biology Seminar Series. This role must maintain confidentiality and professionalism at all times, comfortably taking initiative and exercising independent judgment to resolve issues. The position will report to the Department Chair, Department Administrator, and the Assistant Department Administrator.

Specific Duties & Responsibilities

Administrative

• Provide high-level administrative, clerical, and project support to the Administrators and Faculty of the department.
• Triage administrative requests made via phone, email, or walk-in. Responds to inquiries independently.
• Manage Department Chair calendar.
• Oversee scheduling of faculty meetings.
• Oversee department colloquies, seminars series, faculty, and special seminars including travel logistics, catering needs, honorarium processing, and reimbursements.
• Manage department Zoom account and virtual events.
• Perform administrative tasks as requested for faculty, staff, students and researchers including but not limited to finding information, correspondence, announcements, interacting with needed vendors for department events, scheduling, logistics for travel, and printing/scanning.
• Assist department administrator with staffing needs, scheduling interviews, and new hire onboarding.
• Oversee scheduling of monthly faculty meetings.
• Track and coordinate yearly faculty awards and nominations.
• Manage correspondence related to department gifts and alumni relations.
• Assist with data collection related to various periodic reports and surveys.
• Update and maintain department website, email listserv, and social media sites. Assist with promotional
• and marketing materials for events and overall departmental activities.
• Develop presentations, reports, and surveys.
• Order and track thesis copies for students and principal investigators.
• Maintain calendars for department conference rooms and lecture halls, including scheduling classes, exams review sessions, and other events.
• Track and order supplies for department use.

Academic

• Assist with the scheduling of oral examinations (Dept Oral, GBO, Thesis Defense) in keeping with Graduate Board and department requirements, deadlines, and paperwork submission (Chemistry and CBI).
• Assist with the visiting student application process. Liaison between visiting students and faculty to ensure that application materials are completed and uploaded. Distribute onboarding information to visiting students.
• Assist with prospective student visitation and recruitment weekend needs.
• Assist with submission of course changes.
• Maintain online database (OneDrive) of course syllabi; distribute on request.
• Triage academic requests made by phone, email, or walk-in.
• Provide academic support including but not limited to course materials, copies, and correspondence.
• Assist with scheduling classes, final exams, review sessions, and other academic events.

Event Planning

• Manage annual symposiums and other special event planning such as the Biology Seminar Series, Chats, Special Lectures, retirement symposiums, etc.
• Plan and coordinate events within the department such as holiday parties and department contests and activities.
• Assist with Alumni weekend events such as the Department Showcase,
• Assist with orientation, recruitment and visitation events and activities including but not limited to shuttle accommodations, hotel arrangements, travel logistics, student event meals.
• Assist with the annual Biology Graduate Student retreat including but not limited to shuttle accommodations, hotel arrangements, travel logistics, meals and activities
• Research and acquire venues and catering for events and seminars including housing, hotel accommodations and travel for attendees/visiting faculty and students.
• Set up maintain web sites for various events and create flyers for announcements and distribution.
• Manage event registrations and attendees list.
• Work with vendors on all aspects of event coordination including but not limited to printed materials, event set up/break down, processing of expenses, reimbursements, travel planning and catering.

Special Knowledge, Skills, & Abilities

• Proficiency in the full Microsoft Office Suite (Outlook, Word, Excel, PowerPoint, et al.), Adobe Acrobat Pro.
• Advanced skills (or relevant training) in FileMaker, SAP systems, and web design applications (WordPress).
• Advanced computer skills with the ability to train and assist others if needed.
• Excellent typing, telephone, organizational, interpersonal, oral and written skills, with a precise attention to detail, and ability to triage requests.
• Ability to maintain confidentiality and discretion, adhering to FERPA and other pertinent university and department guidelines.
• Advanced knowledge (or relevant training) of frequently requested university resources parking, visiting admissions, registrar, housing, etc., preferred.
• Knowledge and skills to coordinate and execute events, e.g. managing complex seminars, scheduling priorities and conflicts, virtual planning, department activities and department correspondence.
• Advanced record keeping and reporting skills.

• High School Diploma or graduation equivalent.
• Three years related experience.
• Additional education may substitute for required experience, to the extent permitted by the JHU equivalency formula.

• Bachelor's Degree.
• As necessary, can lift boxes or move tables for events.

Classified Title: Administrative Coordinator
Role/Level/Range: ATO 37.5/02/OE
Starting Salary Range: $18.20 - $33.90 HRLY (Commensurate with experience)
Employee group: Full Time
Schedule: Monday-Friday, 8:00 am -5:30 pm
Exempt Status:Non-Exempt
Location:Homewood Campus
Department name: Biology
Personnel area: School of Arts & Sciences