Sr. Faculty Administrative Coordinator (Faculty & Research Administration)

Johns Hopkins University•Washington, DC

29d•$21 - $37•Hybrid

About The Position

The Johns Hopkins Carey Business School is seeking an experienced, tech savvy Sr. Faculty Administrative Coordinator with finance experience. 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. In addition, the Sr. Faculty Administrative Coordinator will provide administrative support and perform general office management duties necessary for the efficient operation of an office, unit or program. This position may provide support for fiscal and budget management for the assigned area, and provide project support to a Dean, Associate Dean, Department Chair, program leadership or comparable business leaders. The responsibilities of this role require significant collaboration and coordination with others.

Requirements

High school diploma or graduation equivalent.
Four years of related experience.
Additional education may substitute for required experience and additional related experience may substitute for required education beyond a high schoolâ¯diploma/graduation equivalent, to the extent permitted by the JHU equivalency formula.
Highly proficient with Microsoft Office programs including Outlook, Word, Excel, and PowerPoint.
Calendar Management - Intermediate
Event Coordination - Intermediate
Financial Administration - Intermediate
Interpersonal Skills - Intermediate
Meeting Coordination - Intermediate
Office Procedures - Intermediate
Oral and Written Communications - Intermediate
Organizational Skills - Intermediate
Project Management: Developing
Report Writing - Intermediate

Nice To Haves

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

Responsibilities

Plan, support, and organize daily activities of the office, unit or program.
Provide complex administrative, project, and calendar support to a Dean, Associate Dean, Department Chair, program leadership or comparable business leaders.
Manage team and/or assigned leaders' calendars; plan and schedule meetings and coordinate associated logistics.
Support the administration of the department/unit's budget, including monitoring and tracking expenses, budget reconciliation, resolving issues, and assisting with developing budget projections, collecting information for budget development.
May represent department management in appropriate circumstances within the scope of the position's responsibility and purview.
Independently develop and manage complex and key administrative projects (databases, reports, grant proposals, office workflow, records control, course materials).
Coordinate purchasing processes; process various department bills and reconcile accounts.
Prepare meeting materials (e.g., draft agenda, collect relevant information) and provide staff support for high-level meetings. Record and draft 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 office contact with facilities or other service providers.
Identify and resolve administrative problems and issues.
Analyze operating practices, processes and procedures (e.g., record keeping systems, forms control, office layout, personnel requirements).
Develop and recommend administrative processes/procedures to ensure efficiency in general office operations, interpret and communicate operating policies.
Develop and produce reports.
Assist with preparation of presentations.
Assist with planning special events/functions, including workshops, conferences, etc.
Coordinate preparation, set up and logistics for department/office events/functions.
May perform some non-routine and confidential administrative functions.
Coordinate work assignments of students and/or temporary office support, as needed.
Other duties as assigned.
For assigned academic area, maintain the adjunct faculty onboarding process, serve as travel reimbursement delegate, and serve as the primary point of contact for faculty regarding routine facility needs and maintenance requests.
Coordinate seminars and on-site faculty events, including room setup, guest accommodations, catering, supply management, and overseeing the seminars distribution list and webpage maintenance.
Manage visitor requests and building access across two D.C. campus locations, serving as the primary liaison with campus operations and building management.
Ensure offices and conference rooms are clean, functional, and well-equipped, managing reservations through 25Live and collaborating with Campus Operations to address space and safety concerns.
Order, receive, and maintain office and coffee supplies, ensuring that faculty areas and shared spaces are adequately stocked and organized.