Details
Posted: 02-Jun-22
Location: Baltimore, Maryland
Salary: Open
Internal Number: 87820-en_US
As part of the Business Office within the Johns Hopkins School of Nursing (JHSON), the Senior Administrative Coordinator will report directly to the Associate Dean of Finance and Administration. This new position will play an integral role in ensuring the various units within the business office (Budget/Finance, IT, HR, Research Administration, Contracts/External Relationships, Institutional Research and Campus Operations) function effectively, collaborate as appropriate, and are organized in such a way that will enable each unit to deliver superior customer service to all constituents. The position will provide high level organizational, administrative and project management support, while interacting with a wide variety of JHSON faculty and staff.
This position requires practicing independent thinking and the ability to take a creative approach to problem solving, addressing the needs of business office leaders and managers, and helping the various units meet strategic goals and objectives. The successful candidate must be able to work in a fast-paced environment, collaborate, communicate effectively, prioritize multiple tasks, exercise good judgement, be detailed oriented, and take a proactive approach to work on assignments.
The position will be located on the East Baltimore campus.
Specific Duties & Responsibilities:
Executive Support (40%)
- Maintains and manages the calendar and daily schedule for the Associate Dean of Finance and Administration, resolves calendar conflicts, prioritizes requests, and confirms meeting details. Reviews weekly calendar in advance to ensure all necessary materials are prepared/disseminated, collected, organized and reviewed in advance of each meeting.
- Ensures the Associate Dean is adequately prepared for all meetings with internal and external stakeholders by prioritizing strategically and providing necessary documentation in advance.
- Provides administrative support to Associate Dean's direct reports
- Creates and manages a central calendar for the business office
- Organizes and schedules monthly meeting of business office managers and directors, disseminates materials, creates agendas, takes notes during meeting and follows up on any action items.
- Assists with planning the business office's annual retreat – planning out the logistics, sending out communication, creating a budget, selecting vendors, creating and delivering relevant materials, coordinating technological requirements, and ensure that all logistics run as planned as appropriate.
- Provides travel and conference support to the Associate Dean and other business office managers and directors. Manages catering and logistics for business office events.
- Manages the various SharePoint sites and Microsoft Teams folders for the business office – ensuring that content is updated on a regular basis and that content is kept relevant and current. Prepares and executes on a project plan to migrate content to Microsoft Teams as appropriate.
- Applies strong writing skills to draft, proofread and edit a variety of materials including all written correspondence, presentation materials, agendas etc.; draft/edit communications, review and disseminate to intended population
- Uses procurement card for purchasing in accordance with university policies
- Works closely with the Associate Dean, Directors, and Managers to gather information and draft Standard Operating Procedures (SOPs) for critical processes.
Facilities and Campus Operations (25%)
- Manages and provides oversight of the school's online room scheduling tool. Approves room requests, as necessary, for the scheduling of events, classrooms, breakout rooms, meetings, conferences etc. Utilizes the system to produce usage reports to identify trends and peak times for all types of reservations.
- Works to ensure the Crisis Management Plan is updated on a regular basis
- Participates on the School's Incident Command Team – prepares and distributes meeting agendas, disseminates materials, takes notes during meetings, provides list of action items to responsible parties along with a project plan and timeline (as necessary).
- Assists with planning, scheduling, and providing safety and security training activities in conjunction with JHU Safety & Security, outside vendors and the Associate Director of Campus Ops.
- Maintains and updates the JHSON faculty and staff directory
- Serves as back-up to the Campus Operations Coordinator – managing outgoing mail/parcels and delivering mail to building occupants
Human Resources (15%)
- Supports the Human Resources Manager in developing, executing and revising (as necessary) the overall strategy for onboarding new staff to JHSON and the East Baltimore Campus.
- Assists in onboarding new JHSON staff – works with HR, IT, Campus Operations and the hiring manager to ensure logistical tasks are completed on time.
- Oversees the JHSON Peer to Peer recognition program
- Collects suggestions received from SON affiliates from the suggestion box or anonymous online tool – works with appropriate parties to draft responses and create action plan to address suggestions.
General Support (15%)
- Oversees paper and electronic filing system for the business office. Creates a filing convention for paper files and create/maintain a retention schedule that is aligned with university policy.
- Implements and manages new projects or initiatives within the business office, coordinates special projects and assignments.
- Carries out critical and important projects, including developing plans/timelines, defines and communicates alternatives, and makes recommendations regarding appropriate courses of action based on thorough understanding and knowledge of desired outcomes and expectations.
Other duties as assigned (5%)
Minimum Qualifications (Mandatory):
High School Diploma/GED.
- Five (5) years of progressively responsible administrative experience preferably supporting finance, campus operations, or human resources functions.
- Additional education may substitute for required experience, 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 experience. For jobs where equivalency is permitted, up to two years of non-related college course work may be applied towards the total minimum education/experience required for the respective job. *
Preferred Qualifications:
- Higher education administration experience
- Bachelor's degree
Special Knowledge, Skills, and Abilities:
- Microsoft Office (at least intermediate level)
- Project management
- Zoom
- Survey tools/platforms
- Excellent communication and interpersonal skills (written, verbal, intercultural)
- Excellent organization and time management skills
- Exceptional professionalism
- High attention to detail as well as ability to see the big picture
- Emotionally intelligent and learner
- Positive attitude
- Highly collaborative
- Initiative
- Ability to function in a fast pace environment
- Able to function independently and collaboratively
- Ability to prioritize quickly and respond to changing needs accordingly
- Ability to multitask and prioritize
- Ability to problem solve
Other:
- This position will require commuting to the East Baltimore campus
Classified Title: Sr. Administrative Coordinator
Working Title: Sr. Administrative Coordinator
Role/Level/Range: ATO 37.5/03/OF
Starting Hourly Pay Rate Range: $20.02 - $27.51/ Commensurate with Experience
Employee group: Full Time
Schedule: Mon - Fri
Exempt Status: Non-Exempt
Location: 06-MD:School of Nursing
Department name: 10001241-Business Office
Personnel area: School of Nursing
The successful 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, please contact the Talent Acquisition Office at jhurecruitment@jhu.edu. For TTY users, call via Maryland Relay or dial 711.
Johns Hopkins has mandated COVID-19 and influenza vaccines, as applicable. Exceptions to the COVID and flu vaccine requirements may be provided to individuals for religious beliefs or medical reasons. Requests for an exception must be submitted to the JHU vaccination registry. For additional information, applicants for SOM positions should visit https://www.hopkinsmedicine.org/coronavirus/covid-19-vaccine/ and all other JHU applicants should visit https://covidinfo.jhu.edu/health-safety/covid-vaccination-information/.
The following additional provisions may apply, depending on campus. Your recruiter will advise accordingly.
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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