Faculty Administrative Coordinator (Faculty & Research Administration)

Faculty Administrative Coordinator (Faculty & Research Administration)

The Johns Hopkins Carey Business School is seeking an experienced, tech savvy Faculty Administrative Coordinator with finance experience. This position will be responsible for coordination of faculty seminar series, coordination of onboarding activities for new adjunct faculty, and maintenance of course information, required textbooks, and course syllabi. This position will also be responsible for maintaining faculty web pages and our faculty database.

Additionally, the Administrative Coordinator will provide administrative support and perform general office management duties necessary for the efficient operation of an office, unit, or program. The responsibilities of this role require significant collaboration and coordination with others.

Specific Duties & Responsibilities:

• Plan, support, and organize daily activities of the office, unit, or program.
• Manage team or individual calendars, plan and schedule meetings, and coordinate associated logistics.
• Prepare meeting materials (e.g., draft agenda, collect relevant information) and provide staff support for meetings. Record and draft meeting minutes, monitor and follow-up on action items.
• Coordinate and provide various general office services, e.g., payroll, purchasing, records control, office moves/renovations, repairs and maintenance.
• May serve as the liaison or contact with internal and external service providers.
• Identify and resolve administrative problems and issues.
• Analyze operating practices, processes and procedures (e.g., record keeping systems, forms control, office layout, workflow requirements).
• Develop and recommend administrative processes/procedures to assure efficiency in general office operations; interpret and communicate operating policies
• Develop and compile reports.
• Assist with the preparation of presentations.
• Assist with planning special events/functions, including workshops, conferences, etc.
• Perform non-routine and confidential administrative functions, as needed.
• Coordinate work assignments of students and/or temporary office support, as needed.
• Coordinate preparation, set up and logistics for events/functions.
• Assist with basic financial tasks, e.g. expense reports, invoices, reimbursements.
• Other duties as assigned.

In addition to the duties described above:

• Serve as travel reimbursement delegate for assigned faculty.
• Coordinate seminars for assigned academic area, including maintaining seminars distribution list, managing accommodation process for guests, and Seminars webpage maintenance.
• Maintain adjunct faculty onboarding process.
• Conduct regular walk-throughs of faculty and staff areas to build relationships, increase visibility, and foster a supportive presence for the administrative services provided.

Minimum Qualifications:

• High school diploma or graduation equivalent.
• Two years of related experience.
• Additional education may substitute for required experience, and additional related experience may substitute for required education beyond a high school diploma/graduation equivalent, to the extent permitted by the JHU equivalency formula.

Preferred Qualifications:

• Prior invoice and reimbursement experience.
• Experience and understanding of University financial policies, practices and procedures.
• SAP experience.

Technical Qualifications & Specialized Certifications:

• Highly proficient with Microsoft Office programs including Outlook, Word, Excel and PowerPoint.

Technical Skills & Expected Level of Proficiency:

• Calendar Management - Intermediate
• Electronic Office Tools - Intermediate
• Event Coordination - Intermediate
• Financial Administration - Intermediate
• Meeting Coordination - Intermediate
• Office Procedures - Intermediate
• Oral and Written Communications - Intermediate
• Organizational Skills - Intermediate
• Report Writing - Intermediate

Classified Title: Administrative Coordinator

Job Posting Title (Working Title): Faculty Administrative Coordinator (Faculty & Research Administration)

Role/Level/Range: ATO 37.5/02/OE

Starting Salary Range: $18.20 - $33.90 HRLY ($52,000 targeted; Commensurate w/exp.)

Employee group: Full Time

Schedule: M-F 8:30am - 5:00pm

FLSA Status: Non-Exempt

Location: Hybrid/District of Columbia

Department name: Faculty & Research Administration

Personnel area: Carey Business School