Job Description

We are seeking an Administrative Coordinator who will provide high-level administrative support to the Materials Science in Extreme Environments University Research Alliance (MSEE URA) under the umbrella of the Hopkins Extreme Materials Institute (HEMI), and direct administrative support to the MSEE URA Director. This person must maintain a high degree of professionalism and confidentiality, comfortably 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 MSEE URA Program Manager but may provide support to HEMI on an ad hoc basis.

Specific Duties & Responsibilities

• Provide comprehensive administrative and project support to the MSEE URA Director.

• Provide administrative and project support to the MSEE URA Associate Director and the MSEE URA Program Manager.

• Work closely with the MSEE URA program manager to carry out the administrative tasks necessary for smooth operation of contracts and other projects.

• Coordinate and assist with planning of MSEE special events including an annual meeting, workshops, short courses, and other large reviews. As needed, provide similar support for events within HEMI, such as the Mach Conference.

• Coordinate and assist with special projects, office activities, and committee meetings, both in-person, online, and hybrid, as requested. Provide support for scheduling biweekly meetings and organizing special projects to the broader MSEE management team outside of Hopkins, as needed.

• Coordinate and assist with internships and visiting students/professionals, including scheduling visits, coordinating availability, processing of applications, and other support, as needed.

• Maintain MSEE URA Director\'s electronic calendar based on knowledge of goals and priorities, schedule appointments and schedule meetings with faculty, students, staff, and others, both within the University and without.

• Prepare and distribute communications to the MSEE URA consortium regarding upcoming events, workforce opportunities, important notices, etc.

• Draft and prepare for signature, office communications as well as proofread and edit confidential and sensitive information.

• Arrange and coordinate travel for faculty members and other staff within MSEE and within HEMI as requested. Prepare submit and track travel reimbursement materials.

• Help prepare information for posting to the MSEE Website.

• Coordinate and implement office services such as purchasing for MSEE URA.

• Locate and compile information and format reports, graphs, tables, records, and other sources of information.

• Support MSEE operations such as processing procurement activities via SAP Shopping cart, JHU P-Card and electronic check request

• Reconcile, process, allocate transactions for procurement card purchases and approve allocations for others.

• Support the MSEE URA program manager and financial staff by tracking project expenditures on daily, weekly, and monthly basis, reconciling budgets, and preparing reports.

• Support preparation and submission of grants and contracts and related reports. This includes responsibility for assembling administrative sections.

• Assist in defining and documenting standard office policies and processes for MSEE URA and for HEMI as needed.

• Support HEMI\'s office operations as requested including, scheduling of HEMI events and reservations for meeting space.

• Other duties and projects as assigned.

Minimum Qualifications

• High School Diploma or graduation equivalent.
• Three years related experience.
• Additional education may substitute for required experience, to the extent permitted by the JHU equivalency formula.

Preferred Qualifications

• Bachelor\'s Degree.
• Two years of progressively responsible administrative experience.

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 to 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.

Classified Title: Administrative Coordinator
Role/Level/Range: ATO 37.5/02/OE
Starting Salary Range: Min $17.95 - Max $32.60 HRLY ($55,000 budgeted; Commensurate with experience)
Employee group: Full Time
Schedule: M-F/37.5
Exempt Status: Non-Exempt
Location: Hybrid/Homewood Campus
Department name: Hopkins Extreme Materials Institute
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:

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.

The Johns Hopkins University values diversity, equity and inclusion and advances these through our key strategic framework, the .

Equal Opportunity Employer

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.

EEO is the Law
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Accommodation Information

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The following additional provisions may apply, depending on campus. Your recruiter will advise accordingly.

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