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Job Offer: Administrative Coordinator:Johns Hopkins University

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Administrative Coordinator

Johns Hopkins University

June 21, 2018
Job location:
Baltimore, Maryland

Administrative/Support, Staff/Administrative


Classified Title: Administrative Coordinator
function/Level/Range: ATO 37.5/02/OE
Starting income Range: $16.91 - $22.56
Employee group: Full Time
Schedule: Monday through Friday
Employee subgroup: Salaried Non-exmt
Job location: 01-MD:Homewood Campus
Department name: 60006078-Educational Policy Institute
Personnel area: School of Education
General summary/purpose:
This position provides administrative, development, and research support to the Deputy Director for the Institute for Education Policy.
Specific tasks & Job responsibilities:
Supports the Deputy Director on a everyday basis: 70%
   » Maintains internal and external records of Deputy Director’s work including: updating CV/ faculty activity reporting entries and monitoring mentions in the media through Google Alerts
   » Manages Deputy Director’s calendar by planning and scheduling meetings, events, phone conferences, restaurant reservations, and all corresponding travel arrangements
   » Manages Deputy Director’s invoices, honoraria, and expense reimbursement for speaking engagements
   » Coordinates Deputy Director’s activities with the Institute’s communications manager, administrative coordinator, and budget specialist
   » Composes and prepares emails on the Deputy Director’s behalf, such as: response to invitations, meeting scheduling, requests for information and other general inquiries
   » Provides assistance to the Deputy Director with respect to meeting preparation and logistics, including preparing presentations, securing meeting space, gathering and copying materials and conducting basic research (example: background information on companies and individuals involved in the meetings)
   » Establishes and maintains electronic and paper record keeping systems related to supporting the Deputy Director’s work
   » Provides copying, filing, editing, and light research for Deputy Director on a everyday basis
   » Designs power point presentations and formats reports for the Deputy Director
   » Manages correspondence for Deputy Director’s research projects and coordinates all connected meetings
Supports the public aspects of the Institute’s work, particularly those aspects that fall under the Deputy Director’s purview: 30%
   » Attends the Institute’s team meetings
   » Creates weekly agenda in tandem with Deputy Director
   » Follows up with action items as needed
   » Supports the Institute’s development activities
   » Becomes adept at using the Foundation Center website to identify potential benefactors and syncs up efforts with the School of Education’s development team
   » Creates and manages a process by which to keep track of asks, responses, and follow-ups
   » Supports the Deputy Director’s and Communication Manager’s grant-writing efforts as needed
   » Manages the Institute’s Advisory Board, once formed, in tandem with the Deputy Director
   » Maintains a calendar of outreach to board members and prospective board members
   » Keeps track of board members’ interest and public activities, and reports to team as needed
   » Manages and staffs the Institute’s events in Maryland, D.C., and elsewhere.
   » Creates a budget in tandem with the budget specialist
   » Confirms event space, hires caterer and beverage delivery service, arranges A/V equipment and technicians, coordinates floral arrangements, organizes registration table, prints name-tags and programs, staffs the event as needed, and coordinates other event support activities as needed
   » Work with budget specialist to ensure processing of event-related invoices
   » Manages the communication, travel arrangements, and honoraria for guest speakers, except where the responsibility lies with communications manager
   » Sends personal emails to registrants and recruits more participants on behalf of Deputy Director
   » Ensures that the event is managed smoothly and attends until each is complete
   » Arranges post-event restaurant reservation, attendee invitation, and any corresponding logistics
Minimum qualifications (mandatory):
   » High School Diploma/GED required
   » 3 years of related practice required
   » Additional education may substitute for required practice, to the extent permitted by the JHU equivalency formula.
JHU Equivalency Formula: 30 undergraduate degree credits (semester hours) or 18 graduate degree credits may substitute for one year of practice.
Preferred Appropriate qualifications:
   » BA/BSdegree in a liberal arts subject preferred.
Special expertise, expertise, and abilities:
Must be able to work with a high degree of autonomy to carry out administrative tasks, interact with influential policymakers and benefactors, and exercise good judgment on behalf of the Institute. The Institute’s leadership abilities team does not expect to review and proof work for this position. Work must be of a caliber representative of the Deputy Director.
   » Strong MS Office suite expertise, including word, excel and PowerPoint. (expertise of iPhone and Mac products is a plus.)
   » Must be highly accurate, organized and highly detail-oriented (meticulous).
   » Proven track record of initiative and follow-through.
   » Must be highly collaborative, able to work with a diverse population and have strong teamwork expertise.
   » Excellent verbal and written communication expertise; must be able to draft professional emails and short communication pieces without grammatical errors.
   » capability to interact in a variety of important social contexts appropriately.
The prosperous candidate(s) for this position will be subject to a pre-employment background check.
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, Contact Us by the HR Business Services Office at E-Mail: TTY users, call via Maryland Relay or dial 711.
The following additional provisions may apply depending on which campus you will work. Your recruiter will advise accordingly.
During the Influenza ("the flu") season, as a condition of employment, The Johns Hopkins Institutions require all employees who provide continuing services to patients or work in patient care or clinical care areas to have an annual influenza vaccination or possess an approved medical or religious exception. Failure to meet this requirement may result in termination of employment.
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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About Johns Hopkins University
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 lgain 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 all over 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 located 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 Bal...timore. The Paul H. Nitze School of Advanced International Studies is located in Washington's Dupont Circle area.

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Job Location:  Baltimore, Maryland
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Post Date: 06/21/2018 / Viewed 55 times
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