Job Description

We are seeking an Administrative Coordinator who will 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 Awards, and the Andrew W. Mellon Foundation\'s Humanities for All grant. The Administrative Coordinator will coordinate campus events, oversee student researchers\' hiring and onboarding, track budgets and expenses, book travel, manage records and files, and perform other duties as assigned. Event support will occasionally require work outside of normal business hours.

Specific Duties & Responsibilities

• Coordinates all office events, e.g., workshops, guest lectures, panel discussions, poster sessions, symposia, and socials by arranging dates; communicating with speakers and participants; scheduling rooms; reserving A/V and other setup and access requirements; arranging travel and lodging; booking catering; coordinating with printing services and other vendors; advertising; coordinating meeting schedules; ensuring day-of activities run smoothly; submitting honorarium and travel expense reimbursements, etc.
• Coordinates catering, travel, hotel, and ground transportation for staff, student researchers, and guest speakers.
• Inventories, restocks and sets up venues and meeting rooms for all office events (media devices, meals, etc.)
• Ensures all events are carried out in compliance with the event\'s planning timelines and budgets.
• Manages calendars, scheduling, communications, and engagements for the office.
• Independently identifies and resolves scheduling conflicts and prioritizes meeting requests.
• Enters invoices, electronic payment requests, FedEx, and travel reimbursements promptly. Ensures completeness, accuracy, and compliance of all supporting documentation.
• Creates and maintains the electronic database to track various contracts.
• Post office events, news, and accolades on office media and in school/university bulletins.
• Tracks invoices, travel, purchase orders, etc. for the Director and funded students through the University budget system.
• Maintains office supplies and purchase orders.
• Receives guests and visitors.
• Answers phone and directs callers to appropriate resources.
• Maintains files for current and past undergraduate research award recipients.
• Performs basic data entry for assigned projects.
• Serves as a liaison with external offices such as JHU Marketing and Communications to promote special events.
• Organizes transportation to off-site events.
• Ensure that all details and requirements are met for successful events.
• Attends weekly staff meetings to coordinate with the Director and other office staff on various projects and tasks.
• Enters new student records and updates existing records as needed in the department database accurately and promptly.
• Generates reports for the Director and staff as needed and promptly.
• Initiates procurement card purchases following the University Purchasing Policy, Procurement Card training, and training materials, the Cardholder Agreement, and any other specific internal requirements.
• Maintains and uploads supporting documentation for all transactions.
• Develop process workflows and upkeep departmental organizational structure chart.
• Gather data for the creation of analytical reporting.
• Other duties as assigned.

Special Knowledge, Skills, & Abilities

• Proficient in Microsoft Office 365.
• General knowledge of events programming.
• General knowledge and experience with purchasing and operating budgets.
• Service oriented.
• Attentive to details.
• Excellent interpersonal skills.
• Strong verbal and written communication skills.
• Ability to balance competing priorities.
• Ability to work in a deadline-driven office.
• Flexibility and ability to adapt quickly to changing priorities and circumstances.

Physical Requirements

• Ability to lift up to 25 pounds.

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

• Human Resources Information Systems (Success Factors and Concur)
• Experience in a professional setting and an academic environment.

Classified Title: Administrative Coordinator
Role/Level/Range: ATO 37.5/02/OE
Starting Salary Range: Min $18.00 - Mid $25.75 - Max $33.50 HRLY (Commensurate with experience)
Employee group: Full Time
Schedule: M - F, 8:30 am - 5:00 pm
Exempt Status: Non-Exempt
Location: Hybrid/Homewood Campus
Department name: Dean Office of
Personnel area: School of Arts & Sciences

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 .

Accommodation Information

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 Talent Acquisition Office at . For TTY users, call via Maryland Relay or dial 711. For more information about workplace accommodations or accessibility at Johns Hopkins University, please visit .

Johns Hopkins has mandated COVID-19 and influenza vaccines, as applicable. The COVID-19 vaccine does not apply to positions located in the State of Florida. Exceptions to the COVID and flu vaccine requirements may be provided to individuals for religious beliefs or medical reasons. Requests for an exception must be submitted to the JHU vaccination registry. For additional information, applicants for SOM positions should visit and all other JHU applicants should visit .

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

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.

Note: Job Postings are updated daily and remain online until filled.

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:

Hybrid: On-site 3-4 days a week

Johns Hopkins University