The Administrative Coordinator provides a broad range of administrative support for the multi-faceted and busy Office of Academic Affairs, including, the Office of Education Quality and Innovation (EQI), Instructional Design, and Pre-requisite courses at the Johns Hopkins School of Nursing. Reports to the Sr. Administrator for Academic and Faculty Affairs. Coordinates the day-to-day administrative activities for the Associate Dean of Teaching and Learning to ensure a functioning office. Serve as a resource in a team environment. Understand FERPA and departmental specific policies relating to student information and policies in regards to discussion, and handling of student records.
Manage and maintain the calendar of the Associate Dean of Teaching and Learning
Scheduling meetings and appointments
Proactively has all materials ready for Associate Dean prior to meetings and appointments
Facilitates all aspects of travel both domestic and international; flights, hotel, etc.
Reconcile receipts for reimbursements
Responsible for organizing materials, including shipping , for Associate Dean to have while attending conferences and workshops
Organize seminars and workshops including preparing materials, correspondence and communication with university and external partners, reserving conference rooms, requesting catering, request parking for guest speakers and visitors
Screen and triage all incoming visitors and communications (telephone, voicemail, e-mail, paper mail, faxes, etc.) in an efficient and organized manner
Greet and communicate with all levels of internal and external academic leaders, important donors, alumni, guests, faculty, students, staff, and administrators
Respond to basic inquiries by answering them directly or redirecting them to another person
Prepares itineraries, agendas, flyers, and PowerPoints files
Reserve rooms, parking and multimedia recordings
Prepare and submit travel reimbursements, vendor payments and shopping carts in SAP
Prepare and process Independent Contractor agreements and payments.
Reconcile monthly financial statements with invoices and supporting documentation. Ensures all transactions are recorded, approved and paid according to University and other applicable policies.
Communications such as letters, e-mail, and other forms of communication to key academic leaders and external constituents
Regularly proofreads and edits confidential, sensitive information
Coordinates faculty visits and other visitors to the SON as needed
Analyze and compile appropriate data when needed
Develop presentations and reports
Basic data analysis: summarizes and reports data in table and graph form
Organize and coordinates large scale meetings and other events including mailing invitations from different databases, tracking and reporting responses, and handling other event details such as catering, location and program compilation
Maintain administrative filing system
Coordinate office services such as ordering supplies, copying, distributing information
Assist with the monitoring, spending and reconciliation of monthly budgets to maintain expense control
Provide coverage for the Academic Affairs suite while staff is attending meetings or other offsite school related events
Monitor and assist admissions, progressions and curriculum committee meetings
Take minutes for all committee meetings in a timely manner and post meetings minutes, including organizing and updating Wiki site, folder access or box as needed
Manage calendar invites, provides agendas and other material for committee meetings
Manage members for committee meetings, keep updated lists of members for each committee
Create agendas for committee meetings, including collecting agenda items and documents from committee members, building timeline and distributing agenda in a timely manner
Coordinate, track , and communicate online votes
Set up rooms, wiki, and zoom for all committee meetings
Perform additional duties as assigned.
High School Diploma/GED. 3 years related experience. Additional education may substitute for required experience, to the extent permitted by the JHU equivalency formula.
Strong technical skills including proficiency in Microsoft Office (Word, PowerPoint, Excel, and Outlook) required.
Excellent communication and customer service skills and skills related to project organization, decision making and attention to detail.
Must be a team player, be proactive with the ability to work and think independently
Strong organizational skills, time management, interpersonal (both verbal/written) and administrative skills.
Needs to have problem solving skills, able to prioritize and multi-task duties and responsibilities
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 learn 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 throughout 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 based 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 Baltimore. The Paul H. Nitze School of Advanced International Studies is located in Washington's Dupont Circle area.