Administrative Coordinator

We are seeking an Administrative Coordinator who will provide front-line administrative office support to the staff, faculty, and students in the Anthropology Department of the Krieger School of Arts and Sciences. Works alongside the Academic Program Manager and Budget Specialist to assist faculty and students and facilitate the smooth functioning of the department. Ability to cross-train to serve as backup to the academic program manager and budget specialist when necessary. Extensive coordination regarding seminars, colloquiums, faculty searches, and all department events, inclusive of courses

Specific Duties & Responsibilities

Academic Support

• Direct assistance to faculty, graduate students, and guests.
• Direct undergraduate and graduate students with appointments with faculty (collect office hours).
• Distribute papers and exams to faculty.
• Print, copy, and scan readings for classes.
• Request desk copies of textbooks for instructors.
• Troubleshoot room & A/V difficulties for classrooms.
• Assign student office space each semester, as students are admitted, graduate, and leave/return from fieldwork.
• Maintain the department’s email listservs and websites, updating them as needed.
• Maintain alumni records and create Excel sheets and other visual aids for presentations.

Coordination of Departmental and Co-Sponsored Events

• Contact guests and speakers for vendor information, gather titles for talks, C.V.s, and travel itineraries; compile and distribute itineraries for guests.
• Coordinate transportation for guests of the department.
• Create posters & flyers for distribution on campus and online.
• Assist graduate students and faculty with booking lodging, dinner reservations, and graduate student lunches for guests.
• Order food & supplies for events, assist with set-up and breakdown before & after.
• Maintain a calendar of events from the department and the university, for faculty & student use.
• Coordinate with other offices on jointly sponsored seminars and workshops.
• Assist the Academic Program Manager with coordinating logistics – travel, accommodations, and department itinerary - for faculty searches.
• Reserve classrooms for various activities and schedule specialty AV as requested.
• Classroom support for faculty and students who are teaching, making sure the door of the classroom is open, there is a trashcan, the clock shows the right time, there are markers that write, knowing which adapter is needed for projections with different laptops, troubleshooting for zoom.

Course scheduling

• Serve as the primary scheduler for the department’s academic courses.
• Coordinate with professors to find the best time & space available.
• Update the schedule as changes happen.
• Provide the schedule to the university and to the department in an accurate and timely manner.
• Contact students regarding canceled classes and office hours with professors. Request classroom location for make-up session as needed.

Administrative Support

General Reception & Administration

• Serve as the front-most facing person for the department, to staff, faculty, students, and visitors.
• Provide support and guidance through in-person reception, email, and phone.
• Monitor and respond to emails sent to the department’s main account.
• Scan, fax, and mail correspondence as needed.
• Maintain & order the department’s office, kitchen, & copier supplies.
• Pick up and deliver payroll & vendor checks and documents, as needed.
• Coordinate and oversee work assignments performed by work-study students.
• Order and manage the distribution of building & office keys for the department.
• Make service and emergency calls to address facilities/operational adjustments or malfunctions.

Management of Financial Systems

• Place orders for basic departmental needs via SAP (Office Depot, Gov Connect, Apple/Dell, etc.)—sent to Department Administrative Manager for review/approval.
• Serve as financial point-person for undergraduate student reimbursements or award monies.
• Set up vendors and guests in Payment Works, JHU’s vendor & payee systems.
• Process travel reimbursements for guests – visiting professors, speakers, etc.
• Request/Process invoices from vendors for services & goods, using SAP.
• Serve as backup for the Budget Specialist, providing reimbursements & payments to faculty & students.
• Maintains a shared record of receipts, transaction records, and invoices, with the Budget Specialist and Academic Prog