The newly established AI-X Foundry at the Johns Hopkins University (JHU) invites applications for a Senior Administrative Coordinator who will provide high-level, complex administrative support to the AI-X Foundry, and direct administrative support to the AI-X Foundry Executive Director and Deputy Executive Director and the Institute's Research Directors (currently four, but anticipated growth may increase that number). The AI-X Foundry is a university-based organization with an ambitious global vision: the intentional collaboration of human and artificial intelligence (AI), with AI learning from humans and humans learning from AI, bringing their complementary strengths together toward the goal of understanding and improving the human condition. The AI-X Foundry provides a physical and intellectual home for world-class scholars from all disciplines and backgrounds working in artificial intelligence (AI) and its applications. Building on a strong ethical foundation for AI, the AI-X Foundry leverages the deep expertise of its researchers and collaborations with external partners to accomplish its goals. AI-X Foundry activities focus on the foundations of AI and the application domains of Health & Medicine, Safety & Assurance, and Discovery & Inquiry. Additional information on the AI-X Foundry is located at: https://ai.jhu.edu
The selected candidate must maintain a high degree of professionalism and confidentiality, be comfortable taking initiative and exercising independent judgment to resolve issues. Must be able to work in a demanding, fast-paced collaborative work environment as part of an exciting support team committed to excellence and customer service. This position will report directly to the AI-X Foundry Program Manager.
Specific Duties & Responsibilities
Provide comprehensive administrative and project support to the AI-X Foundry to the Program Manager, Administrator, and Research Directors.
Perform the duties and responsibilities of an Administrative Coordinator. Scheduling and calendaring responsibilities tend to be complicated and highly involved.
Identify and resolve administrative problems and issues. Analyze operating practices, processes, and procedures (e.g., record-keeping systems, forms control, office layout, personnel requirements).
Develop and recommend administrative processes/procedures to assure efficiency in general office operations. Interpret and communicate operating policies.
Assist with planning special events/ functions, including workshops, and conferences. Coordinate preparation, set up and logistics for these events/ functions.
Provide administrative support and perform general office management duties necessary in the efficient operation of an office or program. Responsibilities require significant collaboration and coordination with others.
Coordinate and assist with special projects, office activities, and committee meetings, both in-person, online, and hybrid, as requested. Provide support for scheduling meetings and organizing special projects to the broader AI-X Foundry management team.
Prepare and distribute communications to the AI-X Foundry regarding important notices.
Independently develop and manage complex and key administrative projects, which includes providing coordinator and assistance, with internships and visiting students/professionals, including scheduling visits, coordinating availability, processing of applications, and other support, as needed.
Draft and prepare for signature, office communications as well as proofread and edit confidential and sensitive information.
Prepare meeting materials (e.g., draft agenda, collect relevant information) and staff high-level meetings. Record and draft minutes. Monitor and follow up on action items.
Arrange and coordinate travel for faculty members and other staff within AI-X Foundry as requested. Prepare, submit, and track travel reimbursement materials.
Coordinate and provide various general office services, e.g., payroll, purchasing, records control, office moves/renovations, repairs and maintenance.
Support AI-X Foundry operations such as processing procurement activities via SAP Shopping cart, JHU P-Card and electronic check request
Administer the department/unit's budget, including monitoring and tracking expenses, budget reconciliation, resolving issues, and assisting with developing budget projections, collecting information for budget development. Ensure accuracy and compliance with approved budget.
Reconcile, process, and allocate transactions for procurement card purchases and approve allocations for others.
Develop and compile reports. May assist with preparation of presentations.
Assist in defining and documenting standard office policies and processes for AI-X Foundry.
Other duties and projects as assigned.
Special Knowledge, Skills, & Abilities
Demonstrate ability to work independently and as part of a team.
Excellent organizational skills, analytical and problem-solving abilities, and attention to detail.
Ability to work for long periods of time without direction, prioritize own work, and work with flexibility on several tasks simultaneously in order to meet various concurrent deadlines.
Excellent computer literacy skills (Excel, Access, Word, PowerPoint) and ability to learn new software.
Excellent writing and verbal communication skills; also, with exceptional attention to detail.
Strong interpersonal skills and ability to work as part of a team.
Ability to work in a dynamic, fast-paced environment and respond quickly to changing priorities.
Applicants for this position may be required to complete skills assessments appropriate to the position description.
High School Diploma or graduation equivalent.
Five years progressively responsible administrative experience.
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.
Classified Title: Sr. Administrative Coordinator Job Posting Title (Working Title): Senior Administrative Coordinator Role/Level/Range: ATO 37.5/03/OF Starting Salary Range: Min $21.00 - Max $36.50 HRLY ($50,000 targeted; Commensurate with experience) Employee group: Full Time Schedule: M-F/37.5 Exempt Status: Non-Exempt Location: Hybrid/Homewood Campus Department name: AI-X Personnel area: Whiting School of Engineering
Total Rewards The referenced salary range is based on Johns Hopkins University's good faith belief at the time of posting. Actual compensation may vary based on factors such as geographic location, work experience, market conditions, education/training and skill level. Johns Hopkins offers a total rewards package that supports our employees' health, life, career and retirement. More information can be found here: https://hr.jhu.edu/benefits-worklife/
Please refer to the job description above to see which forms of equivalency are permitted for this position. If permitted, equivalencies will follow these guidelines: JHU Equivalency Formula: 30 undergraduate degree credits (semester hours) or 18 graduate degree credits may substitute for one year of experience. Additional related experience may substitute for required education on the same basis. 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.
**Applicants who do not meet the posted requirements but are completing their final academic semester/quarter will be considered eligible for employment and may be asked to provide additional information confirming their academic completion date.
The successful candidate(s) for this position will be subject to a pre-employment background check. Johns Hopkins is committed to hiring individuals with a justice-involved background, consistent with applicable policies and current practice. A prior criminal history does not automatically preclude candidates from employment at Johns Hopkins University. In accordance with applicable law, the university will review, on an individual basis, the date of a candidate's conviction, the nature of the conviction and how the conviction relates to an essential job-related qualification or function.
All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.
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