We are seeking an Administrative Coordinator. This position will provide high level administrative, academic, budget, and event planning support for the Department of Chemistry in the Krieger School of Arts and Sciences, including the Chemistry PhD Program, the Chemical Biology PhD Program, and the Open Chemistry Collaborative in Diversity Equity (OXIDE).

Specific Duties & Responsibilities

Administrative

• Triage administrative requests made via phone, email, or walk-in.
• Manage Department Chair and Administrator's calendar.
• Oversee scheduling monthly faculty meetings.
• Administrative support for the departmental Inclusive Excellence Committee, including meeting scheduling, note-taking, proofreading, and distribution of documents.
• Administrative support for the department Faculty Awards Committee. Maintain databases and monitor reports related to faculty award opportunities. Coordinate yearly faculty awards and nominations. Work closely with faculty at peer institutions on development and submission of support letters, ensuring submission protocols are followed.
• Administrative management for OXIDE (Open Chemistry Collaborative in Diversity Equity), including but not limited to travel arrangements, scheduling, site visit coordination, staffing annual national meeting, and orchestration, processing of purchases and reimbursements, and report production.
• Manage department Zoom account and virtual events.
• Perform administrative tasks as requested for staff and professors – including but not limited to finding information, correspondence, announcements, interacting with needed vendors for department events, scheduling, logistics for travel, and printing/scanning.
• Assist department administrator with determining staffing needs, scheduling interviews, and new hire onboarding.
• Manage correspondence related to department gifts and alumni relations.
• Assist with data collection related to various periodic reports and surveys.
• Update department website, email listserv, and social media sites.
• Develop presentations, reports, and surveys.
• Maintain calendars for department conference rooms and lecture halls, including scheduling classes, exams review sessions, and other events.
• Provide administrative support to current co-lead of BDP funded clusters. Manage schedules, schedule meetings, and maintain records.
• Working with financial team, maintain records in department online ordering and reimbursement system. Track and order supplies for department use.
• Working with financial team, provide back up statement reconciliation support.

Academic

• Assist with the scheduling of oral examinations (Dept Oral, GBO, Thesis Defense) in keeping with Graduate Board and department requirements, deadlines, and paperwork submission (Chemistry and CBI).
• Oversee the visiting student application process. Liaison between visiting students and faculty to ensure that application materials are completed and uploaded. Distribute onboarding information to visiting students.
• Assist with prospective student visitation and recruitment weekend needs.
• Oversee chemistry safety training for 1st year and visiting students.
• Working with financial team, submit Departmental Graduate Assistance (DGAs).
• Maintain online database (OneDrive) of course syllabi; distribute on request.
• Triage academic requests made by phone, email, or walk-in.
• Provide academic support – including but not limited to course materials, copies, and correspondence.
• Schedule classes, final exams, review sessions, and other academic events.
• Oversee placement of department tutors.
• Order and track thesis copies for students and principal investigators.

Event Planning

• Manage annual symposiums such as OneChemistry and other special event planning such as the Remsen Lecture, retirement symposiums, etc.
• Oversee department colloquies, literature seminars, faculty, and special seminars including travel logistics and reimbursements.
• Plan and coordinate events within the department such as holiday parties and department contests and activities.
• Assist with Alumni weekend events such as the Department Showcase and the annual New Student BBQ.
• Assist with recruitment and visitation weekend events and activities including but not limited to shuttle accommodations, hotel arrangements, travel logistics, event location and catering, and Aquarium dinner event.
• Research and acquire venues and catering for department wide events and seminars including housing, hotel accommodations and travel for attendees/visiting faculty and students. Manage event registrations and attendees list.
• Work with vendors on all financial aspects of event coordination processing of expenses, reimbursements, travel planning and catering.
• Set up maintain web sites for various events and create flyers for announcements and distribution.

• 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

• Proficiency in the full Microsoft Office Suite (Outlook, Word, Excel, PowerPoint, et al.), Adobe Acrobat Pro.
• Advanced skills (or relevant training) in Filemaker, SAP systems, and web design applications (Wordpress).
• Advanced computer skills with the ability to train and assist others.
• Ability to maintain confidentiality and discretion, adhering to FERPA and other pertinent university and department guidelines.
• Knowledge and skills to coordinate and execute events, e.g. managing complex seminars, scheduling priorities and conflicts, virtual planning, department activities and department correspondence.
• Advanced record keeping and reporting skills.

Classified Title: Administrative Coordinator 
Role/Level/Range: ATO 37.5/02/OE  
Starting Salary Range: Min $18.00 - Max $33.50 HRLY (Commensurate with experience) 
Employee group: Full Time 
Schedule: Monday-Friday, 8:30 am-5:00 pm 
Exempt Status: Non-Exempt 
Location: Hybrid/Homewood Campus 
Department name: ​​​​​​​Chemistry  
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: https://hr.jhu.edu/benefits-worklife/

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 JHU Roadmap on Diversity and Inclusion.

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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https://www.eeoc.gov/sites/default/files/migrated_files/employers/poster_screen_reader_optimized.pdf

Accommodation Information

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