Administrative Coordinator

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.

• 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.

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

Classified Title: Administrative Coordinator