Faculty Administrative Coordinator (Faculty & Research Administration)

The Johns Hopkins University; Washington (District of Columbia); On-site; USD 45,000 - 65,000; Full time

Job summary

A leading educational institution is seeking a Faculty Administrative Coordinator to manage faculty seminar series, onboarding activities, and office operations. Candidates should have two years of relevant experience, along with a high school diploma or equivalent, and proficiency with Microsoft Office. Knowledge of university financial procedures and SAP is a plus. This position requires excellent organizational and communication skills.

Qualifications

• Two years of related experience required.
• Additional education and experience can substitute for each other.
• Prior invoice and reimbursement experience preferred.

Responsibilities

• Coordinate daily activities of the office and manage calendars.
• Prepare meeting materials and record minutes.
• Assist with financial tasks including expense reports.

Skills

Calendar Management

Electronic Office Tools

Event Coordination

Financial Administration

Meeting Coordination

Office Procedures

Oral and Written Communications

Organizational Skills

Report Writing

Education

High school diploma or equivalent

Tools

Microsoft Outlook

Microsoft Word

Microsoft Excel

Microsoft PowerPoint

SAP

Job description

Faculty Administrative Coordinator (Faculty & Research Administration)

The Johns Hopkins Carey Business School is seeking an experienced, tech savvy Faculty Administrative Coordinator with finance experience for the position of Faculty Administrative Coordinator. This position will be responsible for coordination of faculty seminar series, coordination of onboarding activities for new adjunct faculty, and maintenance of course information, required textbooks, and course syllabi. This position will also be responsible for maintaining faculty web pages and our faculty database.

Additionally, the Administrative Coordinator will provide administrative support and perform general office management duties necessary for the efficient operation of an office, unit, or program. The responsibilities of this role require significant collaboration and coordination with others.

Specific Duties & Responsibilities

• Plan, support, and organize daily activities of the office, unit, or program.
• Manage team or individual calendars, plan and schedule meetings, and coordinate associated logistics.
• Prepare meeting materials (e.g., draft agenda, collect relevant information) and provide staff support for meetings. Record and draft meeting minutes, monitor and follow-up on action items.
• Coordinate and provide various general office services, e.g., payroll, purchasing, records control, office moves/renovations, repairs and maintenance.
• May serve as the liaison or contact with internal and external service providers.
• Identify and resolve administrative problems and issues.
• Analyze operating practices, processes and procedures (e.g., record keeping systems, forms control, office layout, workflow requirements).
• Develop and recommend administrative processes/procedures to assure efficiency in general office operations; interpret and communicate operating policies
• Develop and compile reports.
• Assist with the preparation of presentations.
• Assist with planning special events/functions, including workshops, conferences, etc.
• Perform non-routine and confidential administrative functions, as needed.
• Coordinate work assignments of students and/or temporary office support, as needed.
• Coordinate preparation, set up and logistics for events/functions.
• Assist with basic financial tasks, e.g. expense reports, invoices, reimbursements.
• Other duties as assigned.

Additional Responsibilities

• Serve as travel reimbursement delegate for assigned faculty.
• Coordinate seminars for assigned academic area, including maintaining seminars distribution list, managing accommodation process for guests, and Seminars webpage maintenance.
• Maintain adjunct faculty onboarding process.
• Conduct regular walk-throughs of faculty and staff areas to build relationships, increase visibility, and foster a supportive presence for the administrative services provided.

Minimum Qualifications

• High school diploma or graduation equivalent.
• Two years of related experience.
• Additional education may substitute for required experience, and additional related experience may substitute for required education beyond a high school diploma/graduation equivalent, to the extent permitted by the JHU equivalency formula.

Preferred Qualifications

• Prior invoice and reimbursement experience.
• Experience and understanding of University financial policies, practices and procedures.
• SAP experience.

Technical Qualifications & Specialized Certifications

• Highly proficient with Microsoft Office programs including Outlook, Word, Excel and PowerPoint.

Technical Skills & Expected Level of Proficiency

• Calendar Management - Intermediate
• Electronic Office Tools - Intermediate
• Event Coordination - Intermediate
• Financial Administration - Intermediate
• Meeting Coordination - Intermediate
• Office Procedures - Intermediate
• Oral and Written Communications - Intermediate
• Organizational Skills - Intermediate
• Report Writing - Intermediate

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.