The Administrative Coordinator reports to the Director of Undergraduate Research for the Krieger School of Arts and Sciences to assist in managing numerous yearlong, multi-year, and summer undergraduate research programs on campus, including the Woodrow Wilson Undergraduate Research Fellowship, the Dean's Undergraduate Research Award, the Bander and Clinger awards, and the Andrew W. Mellon Foundation's Humanities For All grant. The Administrative Assistant will be responsible for: coordinating events on campus; managing records and files, both physical and digital; and other duties as assigned. Event support will occasionally require work outside of normal business hours.
Essential Duties & Responsibilities
Schedule monthly meetings with 100+ students served by KSAS's undergraduate research awards
Manage the Director's daily calendar
Manage and maintain department calendar in scheduling one-on-one appointments, group meetings, conference calls, Skype meetings, etc., including monthly individual meetings with the 100+ students served by KSAS's undergraduate research awards
Track invoices, travel, purchase orders, etc. for the Director and for funded students through SAP
Manage VISA Prepaid and procurement card purchases
Help maintain office supplies and purchase orders.
Receive guests and visitors
Answer phone and direct callers to appropriate resources
Other duties as assigned
Each student receiving a research award (e.g. DURA, Woodrow Wilson, Bander, or Clinger) has an upcoming meeting scheduled at all times
The Director's calendar is consistently up to date and accurate; new appointment requests are handled within one business day
Purchasing records are ready and available within 30-day submission cycle
Office supplies remain stocked.
File and Website Support
Update KSAS websites related to undergraduate research
Maintain files for current and past undergraduate research award recipients
Perform basic data entry for assigned projects
Website reflects updated content within 72 hours of Director submitting changes
Physical and digital student files are maintained on a daily basis.
Coordinate special events including receptions, graduation events, dinners, poster presentations, and a weekly workshop series
Serve as a liaison with external offices such as JHM Marketing and Communications to promote special events.
Coordinate agenda and travel for outside speakers and guests as assigned
Secure rooms for special events
Coordinate with caterers, printing services, caterers, other vendors and various Johns Hopkins personnel
Coordinate event A/V and other setup and access requirements as needed
Organize transportation to off-site events
Venues, catering, transportation, and other event requirements are booked within two weeks of a request.
Ensures that all details and requirements are met for successful events
A High School Diploma/GED required. Requires three years of related experience, preferably in higher education.
Knowledge and Skill:
Excellent oral and written communication skills
Must be able to work collaboratively with students, faculty mentors, staff member and external contacts
Must be well-organized, detail oriented, able to multi-task and to prioritize in order to meet deadlines
Proficiency in using Microsoft Office (Word, Excel, Outlook, PowerPoint), SAP and other administrative software
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.