General Job Description
Reporting to the Administrative Manager of the Johns Hopkins Mathematical Institute for Data Science (MINDS) and the Center for Imaging Science (CIS), the Administrative Coordinator will provide high-level administrative support to the Director of the Johns Hopkins Mathematical Institute for Data Science (MINDS).
Duties require initiative, high standard of independent judgment. Will coordinate all administrative tasks for MINDS including, but not limited to, making travel arrangements, processing expense reimbursements, updating website and marketing materials, and event planning. Will relieve the director of all administrative detail, scheduling, email, and calendar/schedule requests and updates; arrange all aspects of meetings for the director, including anticipating, assembling and developing materials pertinent to meetings, and articulating the Institute’s and director’s message to visitors and external contacts. As this position involves timely work and issues of a sensitive and confidential nature, the successful candidate must demonstrate careful judgment, a high level of discretion and the ability to work independently. The successful candidate will be the first point of contact for senior leaders at the university, outside national and international organizations, and peer institutions collaborating with MINDS. The ideal candidate will have familiarity with the administration of The Johns Hopkins University.
Primary Duties and Responsibilities:
- Manages all administrative activities for the director, including: drafting and proofing correspondence; preparing meeting folders, assuring that all pertinent information is accurate and available to the director; maintaining and updating director’s CV and annual report; acting as liaison between donors, colleagues and other VIPs and the director. Responsible for managing a conflict-free calendar for the director, while exercising a high level of independent judgment in prioritizing requests for time on the director's calendar and in resolving scheduling conflicts. Anticipates thinking to fully support the director’s needs.
- Coordinates, organizes, plans and/or executes all aspects in support of meetings, committees, conferences, travel, and events, including invoice payments and/or reimbursements involving the director and/or MINDS members; independently receives, triages and prioritizes all correspondence (written, electronic, and phone/voicemail) directed to director, taking responsibility for handling or re-routing those matters which do not require his attention; produces reports as required using various software including Excel, Access, Word, PowerPoint, Keynote, HTML and LaTeX. Must use independent initiative in using computer programs in an interactive manner to ensure accuracy and efficient use of time and technology.
- Manages time-sensitive projects, determines priorities, and maintains a high degree of professionalism and confidentiality, comfortably taking initiative and exercising independent judgment to resolve difficult and/or changeable situations or issues with tact and good judgment.
- Maintains email distribution lists and shared calendars; manages/tracks invoice payments, procurement card reconciliation, purchasing of office supplies, conference/travel arrangements and expense reimbursements; interprets and implements university and outside agency rules, regulations, policies and procedures; secures room resources for meetings, presentations, and events including arranging for AV resources and set-up; oversees document destruction.
- Proactively manages tasks and sets priorities for event planning, such as a large annual retreat or weekly seminars. Coordinates and manages visits from VIPs, and plans director’s national and international travel. Researches, collects, and compiles information concerning the work of MINDS to distribute to visitors. Negotiates with vendors for event planning/support and housing for foreign students/scholars. Performs other duties as assigned by the administrative manager.
- Updates website content obtained from MINDS faculty using WordPress.
High School Diploma or GED; three years of experience in providing progressively responsible administrative support with experience working on a wide variety of special projects and special assignments required. Additional education may substitute for 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. 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.
Experience in public speaking and familiarity with PowerPoint and Keynote presentations a strong plus. Familiarity and experience with communicating positive message to donors and center participants preferred. Five or more years of experience preferred. Prior work experience in a higher education environment is a plus. Prior experience with SAP or similar institutional financial and human resource database is preferred. Bachelor’s degree in a relevant field, preferably related to administrative functions, strongly preferred.
Special Skills and Knowledge:
- Demonstrated administrative experience, preferably in an academic setting.
- Prior experience providing administrative support to an executive.
- Excellent organizational skills; strong interpersonal, collaborative, organizational, analytical, and oral/written communication skills.
- Expertise in use of MS Office applications, especially Excel, Word, and Outlook.
- Experience in use of university financial systems, particularly SAP.
- Demonstrated report preparation.
- Ability to multitask, work independently, manage complex projects, and attend to detail.
- Must project tact, excellence and outstanding performance to all of the institutions within Hopkins and with external contacts.
- Must have strong organization and planning skills, superior interpersonal skills including dealing adeptly with a variety of personality types.
- Must be able to work independently with minimal supervision.
- Must be able to maintain a high level of confidentiality.
- Must make independent decisions and prioritize workload skillfully and independently.
- Excellent computer skills with working knowledge of software applications such as spreadsheets, word processing, and graphics packages.
- Expertise with excel, word, email packages, WordPress, Google calendaring, text messaging and electronic interaction required.
Role/Level/Range: Operations/Level 2/OE
Starting Salary Range: $16.91 - $23.25 per hour
Employee group: Full Time
Employee subgroup: Non Exempt
Location: Baltimore, MD
Department name: MINDS
Personnel area: Whiting School of Engineering
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 HR Business Services Office at firstname.lastname@example.org. For 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 ongoing 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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