This position will provide Administrative support to The Alexander Grass Humanities Institute and the KSAS Dean's Office. This position will be the first point of contact for all constituents. The Administrative Coordinator will serve as the liaison with other University Departments and external organizations. The Administrative Coordinator will work in a fast paced and demanding environment and must be able to function independently. This position has overall responsibility for ensuring that assigned projects and administrative matters are handled in a timely, accurate, and professional manner.
Essential Duties & Responsibilities:
Administrative Support for the Humanities Institute and KSAS Dean's Office
Manage overall financial administration for the Institute; including budget planning and expense management, resource allocation, budget reconciliation, expense processing (including vendor, honoraria and other payments), financial reporting
Provide calendar coordination and collaborate with administrative staff
Schedule appointments and develop recurring meeting schedules
Prepare written and email correspondence for review and distribution
Update the Institute's website and other electronic portals as needed
Coordinate travel arrangements
Develop presentations and reports
Manage and deliver information of a sensitive and confidential nature
Open, screen and distribute mail; etc.
Other duties as assigned
Administrative systems operate smoothly and effectively
Transactions are processed accurately and in a timely manner and properly recorded and filed
Correspondence and reports are produced in a professional, accurate, and timely fashion
Calendar appointments are scheduled and maintained in an up-to-date, accurate, and timely fashion
Ensures and maintains confidentiality of all sensitive information
Update the Institute's website and other electronic portals as needed, e.g. Facebook and Twitter
Travel arrangements are made in an accurate and timely manner
Records are organized and accurate
Project support for the Humanities Institute and KSAS Deans Office
Provide special project support to the deanery and back-up support to the administrative support team; i.e., The Faculty Academy, budget planning cycle; special programs - Meyerhoff and Millennium Scholars - departmental reviews, etc.
Develop spreadsheets or other tracking tools
Gather and analyze data
Compile and produce reports and presentations
Data entry and reports are accurate and completed in a timely manner within established deadlines
Project management and key milestones/goals are achieved as scheduled
Performs duties in a timely and professional manner
Special Event Planning
Organize and manage special events, conferences, symposia and programs:
Coordinate logistics, i.e. finding the best date(s), venue arrangements
Working with caterers and external/internal vendors
Ordering audio visual support/equipment
Transportation planning, hotel reservations, etc.
Ensures the selection and reservation of space is appropriate and accurately scheduled for requested activities/event
Meetings and special events are organized in a timely fashion
High school diploma/GED required. Associates degree is preferred. Minimum of three years of related experience is required. Website content editing/updating experience is preferred. Experience in higher education or an executive level office is preferred. Additional education may substitute for 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).
Knowledge and Skill:
Proficient with standard office equipment and software (i.e. Excel, Word, PowerPoint, Outlook, Adobe)
Working knowledge and experience with internal Hopkins systems preferred (SAP, Interfolio, Filemaker, etc.)
Must be very organized and able to work independently and proactively with minimal supervision and use discretion and sound judgment in independent decision-making.
Required excellent oral, written and interpersonal communication skills and a good understanding of internal relationships.
Excellent time management skills and the ability to work well under pressure while handling multiple, shifting, and competing priorities.
Excellent oral, written and interpersonal communication skills.
Ability to maintain confidentiality and professionalism.
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 Baltimore. The Paul H. Nitze School of Advanced International Studies is located in Washington's Dupont Circle area.