The Sr. Administrative Coordinator will provide expert administrative support and event planning for the Department of Computer Science and the JHU Information Security Institute. The ideal candidate for this position must be able to work in a demanding, fast-paced, and collaborative work environment, as part of a support team committed to excellence in customer service to identify and resolve administrative problems and issues. This position requires a high level of public relations skills to effectively execute the various job responsibilities. This position will regularly deal with sensitive and confidential information and must exercise professionalism and discretion.
Administrative Duties and Responsibilities:
Coordinate monthly faculty meetings and faculty committee meetings, including standing, ad hoc, and search committees. Communicate schedule to appropriate attendees. Arrange for lunch as appropriate.
Attend monthly faculty meetings. Record confidential meeting minutes and prepare them for distribution to the faculty. Monitor and follow up on action items with chair, faculty and administrator.
Gather information, prepare, and submit departmental requests for faculty and postdoctoral fellow appointments. Monitor appointment expiration dates to ensure prompt renewal as appropriate, including updates to payroll as needed.
Prepare petitions for J-1 and H-1b1 visas and renewals for all appointed positions. Monitor the status of pending applications with OIS, prepare check requests for fees, and ensure submission within the appropriate time frame.
Coordinate with department chair to schedule reviews of junior faculty. Collect all data necessary for the review meeting, ensure internal and external mentors are available for the meeting, communicate information and schedule to all required to attend the meeting.
Coordinate all logistics of the semi-annual External Advisory Committee meetings. Tasks include communicating with board members regarding meeting dates, details, attendance, travel and accommodation needs, agenda, ordering food, gathering/producing meeting materials and preparing for distribution, attending meetings and taking minutes, and preparing meeting minutes for distribution.
Schedule regular administrative staff meetings and coordinate agenda for each meeting.
Coordinate and execute all aspects of department, institute, and faculty related events including recruiting and orientation events, annual State of the Department talk and luncheon, commencement reception, alumni events, student events, faculty conferences and workshops, faculty candidate visits, and the Masson and Krasnopoler lectures. Manage related costs and process payments as needed. Coordinate department participation in school-wide activities such as alumni weekend events.
Coordinate with Communications Specialist as needed on events to ensure timely announcements and production of related event materials.
Conduct departmental onboarding for new faculty, researchers, and staff. Maintain checklist for each new employee ensuring all points are covered during the first day and week of their employment.
Maintain calendars for Department Chair and Administrator based on knowledge of goals and priorities, schedule appointments, arrange meetings, make travel arrangements as needed, draft and edit correspondence.
Serve as the administrative point of contact for the department chair and provide calendar information and scheduling as needed.
Maintain files and record keeping systems related to appointments, financial transactions, and other department related data.
Represent the Chair, Administrator and the department as appropriate when communicating with faculty, administrators, staff, and external contacts to respond to questions, resolve issues, and gather data as needed.
Serve as a general resource for all direct inquiries from a wide variety of constituents including faculty, students, board members, donors, visitors, prospective faculty, and prospective students, providing information on department policies, procedures and related activities.
Other duties as assigned.
High school diploma/GED required. Five years of progressively responsible administrative experience required. Bachelor's degree preferred. Additional education can be substituted for some experience. Experience providing management support including demonstrated writing ability to compose written and electronic communications. Selected candidates may be required to complete skills assessments appropriate to position description. Strong customer service orientation is necessary and demonstrated interpersonal skills to transact with a range of internal and external contacts required. Exceptional oral, written and interpersonal communication skills. Demonstrated organizational skills with proven ability to effectively prioritize workload. Proven ability to multi-task and process data quickly with a high level of accuracy. Ability to work collaboratively as part of a team. Ability to work effectively with faculty, staff and students from a variety of diverse backgrounds. Ability to take initiative and be proactive with workload and meet deadlines. Excellent computer literacy, word processing, and spreadsheet skills (Word, Excel, Access and PowerPoint). Experience in administrative support in an office setting including calendaring, word processing, data research, travel arrangements, minutes, maintaining filing systems and working with confidential materials. Working knowledge of standard office equipment including personal computer, copier, printer, telephone, voicemail. Basic knowledge of telecommunications. Demonstrated proficiency with a variety of software applications including spreadsheets and presentation software required. Familiarity with budget and purchasing. Familiarity with hardware and software issues. Ability to sit for long periods and work at a computer. Some lifting or moving of heavy items may occasionally be necessary.
Skills and Abilities: Must be able to work effectively as part of a support team committed to providing excellent customer service, have strong interpersonal and communication skills, both oral and written. Must be able to also work effectively with all members of the department, at all levels. Ability to work for long periods of time without direction. Ability to prioritize workload. Ability to work with flexibility on several tasks simultaneously and to meet various concurrent deadlines. Very strong organizational skills, analytical and problem solving abilities, and attention to detail. Demonstrated ability to make independent judgments and to act on decisions. Must be able to learn and understand the operations of the group, especially the goals, plans and tasks of the chair and administrator. Ability to maintain confidentiality. Ability to effectively interact with all levels of University employees as well as outside contacts. Demonstrated ability for initiation and self-direction required. Demonstrated ability to work independently and part of a team. Excellent organizational skills. Excellent computer literacy, word processing, and spreadsheet skills (Word, Excel, Access and PowerPoint). Knowledge of accounting and budgeting theory and practices.
Previous work experience in administration at a higher education institution with a strong customer service orientation preferred. Knowledge of SAP desirable but not required. Knowledge of JHU policies, procedures, and administrative/financial systems preferred. Knowledge and understanding of the Johns Hopkins University accounting system and related fiscal offices.
NOTE: The successful candidate(s) for this position will be subject to a preemployment background check.
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.