Administrative Coordinator

We are seeking anAdministrative Coordinatorwho will provide high level administrative, academic, and event planning support for the Department of Chemistry in the Krieger School of Arts and Sciences, including the Chemistry PhD Program and the Chemical Biology PhD Program.

Specific Duties & Responsibilities

Administrative

• Triage administrative requests made via phone, email, or walk-in.
• Manage Department Chair calendar.
• Oversee scheduling of faculty meetings.
• Administrative support for the Inclusive Excellence Committee including meeting scheduling, note-taking, proofreading, and distribution of documents.
• Administrative support for OXIDE, including but not limited to travel arrangements, scheduling, site visit coordination, school event planning, and orchestration, and report production.
• Manage department Zoom account and virtual events.
• Oversee department colloquies, literature seminars, faculty, and special seminars including travel logistics and reimbursements.
• Track and order supplies for department use.
• Maintain calendars for department conference rooms and lecture halls, including scheduling classes, exams review sessions, and other events.
• Order and track thesis copies for students and principal investigators.
• Develop presentations, reports, and surveys.
• Update department website, email listserv, and social media sites.
• Assist with data collection related to various periodic reports and surveys.
• Manage correspondence related to department gifts and alumni relations.
• Track and coordinate yearly faculty awards and nominations.
• Assist department administrator with determining staffing needs, scheduling interviews, and new hire onboarding.
• 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.

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.
• Update, review, and submit faculty teaching assignments each semester. Review online course information for accuracy; make necessary changes.
• Submit course changes.
• 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.

Event Planning

• Manage annual symposiums such as OneChemistry and other special event planning such as the Remsen Lecture, retirement symposiums, etc.
• 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, Aquarium dinner.
• Research and acquire venues and catering for events and seminars including housing, hotel accommodations and travel for attendees/visiting faculty and students.
• Set up maintain web sites for various events and create flyers for announcements and distribution.

• Manage event registrations and attendees list.

• Work with vendors on all aspects of event coordination including but not limited to printed materials, event set up/break down, processing of expenses, reimbursements, travel planning and catering.

Special Knowledge, Skills, & Abilities

• 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 if needed.
• Excellent organizational, interpersonal, oral and written skills, with a precise attention to detail, and ability to triage requests.
• 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 recordkeeping and reporting skills.

• 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.

• Previous experience in higher education/academic environment.
• Bachelor's Degree or equivalent.

Classified Title: Administrative Coordinator
Role/Level/Range: ATO 37.5/02/OE
Starting Salary Range: $18.20 - $33.90 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