Sr Administrative Coordinator Jobs

The department of Chemical and Biomolecular Engineering is currently seeking an experienced Sr. Administrative Coordinator to work in a dynamic, fast-paced team environment. This position will assist the department Head as well as provide administrative support to faculty members and the department manager. This role will report directly to the Department Chair and Sr. Administrative Manager to ensure smooth and efficient functioning for the department as a unit. This position will include extensive internal and external interaction with faculty, staff, students, and other guests through phone, e-mail, other written correspondence, and face-to-face interaction. The position is expected to maintain a high degree of professionalism and trust on the telephone, in person, on zoom, and via electronic communication, and must be able to prioritize and multitask based on changing needs and deadlines. Inter- and intra-office communication and teamwork skills are critical. This position will perform duties of a sensitive and highly detailed, technical nature, exercising administrative judgment and maintaining responsibility for quality of service and discretion.
Specific Duties & Responsibilities
Department Head support 35%
Manage Department Heads calendar, and prepare meeting/travel folders, assuring that all pertinent information is accurate and available.
Schedule and manage Heads domestic and international travel and hotel arrangements
Manage conflict-free calendar of meetings and appointments for the Head.
Draft and prepare for signature office communications as well as proofread and edit confidential and sensitive information.
Proof, edit and/or draft correspondence and reports for the Head.
Prepare Visiting Committee Report and Self Study Report.
Prepare faculty meeting agenda, attend and take minutes of the meeting.
Seminar/Event Planning 30%
Proactively manage tasks and arrange event planning at the annual AIChE Conference (300+ people) and annual Advisory Board Meeting.
Communicate with internal and external speakers and visitors; manage contracts, and travel/accommodation arrangements.
Handles non-employee travel reimbursement, contracts, catering, room reservations, advertising/publicity, AV support and other aspects, as needed.
Coordinate meetings, weekly seminars, and special events such as graduation reception, excellence awards, and department holiday party.
Coordinate and market weekly department seminar series.
Assist academic coordinators with the logistic of graduate and undergraduate events such as poster session, alumni networking event, etc.
Provide assistance to the graduate coordinator with tasks such as student recruitment and orientation.
Administration 35%
Initiates and handles process for all faculty recruitment and promotion appointments.
Arrange all aspects of faculty recruitment (collection of applications, scheduling interviews, corresponding with applicants, etc.).
Serves as point of contact for Interfolio for faculty candidate applications.
Liaison for faculty, students and staff in the department.
Independently manages special projects, office activities and committee meetings.
Uses various software applications, such as spreadsheets, databases, electronic surveys to assemble, manipulate and/or format data and reports.
Draft and prepare for signature appointment letters for non-tenured faculty and postdoctoral fellows.
Maintain spreadsheet of all current appointments (faculty and postdocs) in the department to keep track of end dates and work authorization dates for visa holders, for follow-up and re-appointment, prepare for and manage sabbatical leaves.
Coordinate domestic travel and hotel arrangement for guest speakers, fellows, and visitors.
Collect information related to departmental accreditation by ABET and prepare for ABET review.
Maintain email lists and databases of students, alumni, and related professionals.
Provide general administrative support such as answering main office phone, sorting mails and deliveries, ordering office supplies and submit service ticket for facilities issues, and administer copying machine and, reserve classrooms and conference room.
Maintains and manages 2 conference rooms within the department.
Provide administrative support to faculty related to teaching, such as photo copying course materials, ensure that microphone is working in the classroom, etc.
Working with the Sr. Administrative Manager, analyze operating procedures and revise as needed.
Provide support to faculty for any virtual technical issues.
Schedule virtual meetings and conferences for AMBIC
Maintain contact list for AMBIC industry partners, internal stakeholders, and external universities.
Maintain and track access to the building and offices
Resolve administrative issues and problems that arise throughout the day.
Provide support to 300+ students as needed.
Other projects as assigned.
Minimum Qualifications
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.
Classified Title: Sr Administrative Coordinator
Role/Level/Range: ATO 37.5/03/OF
Starting Salary Range: $20.40-$28.00-$35.70 HRLY (Commensurate with experience)
Employee group: Full Time
Schedule: Monday - Friday
Exempt Status: Non-Exempt
Location: Hybrid/Homewood Campus
Department name: Dept of Chemical and Biomolecular Engrg
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.
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