Administrative Coordinator, Teaching and Learning

Location
Maryland, United States
Salary
$17.25 to $23.72 per hour
Posted
15 Oct 2018
End of advertisement period
15 Dec 2018
Ref
12445
Academic Discipline
Social Sciences, Education
Contract Type
Permanent
Hours
Full Time

Role/Level/Range: ATO 37.5/02/OE 
Starting Salary Range: $17.25 to $23.72 per hour
Employee group: Full Time 
Schedule: 8:00am-4:30pm Monday - Friday 
Exempt Status: Non-Exempt ​​​​​​​ 
Location: 46-MD:JH at Harbor East 
Department name: 60000068-Teaching and Learning @ Carey 
Personnel area: Carey Business School

General Summary/Purpose:

This position provides administrative support to Teaching & Learning@Carey (T&L), including office operations as well as curriculum- and faculty-development-related projects and processes. The position will interact with a wide variety of Carey staff and faculty and external constituents. T&L’s fast-paced, dynamic, and collaborative environment requires the incumbent to be nimble, flexible, innovative, and extremely well-organized. This position reports to the Director, Teaching & Learning@Carey and works closely with all 14+ members of the T&L team. Must be available to work nights and weekends on an occasional basis.

Specific Duties & Responsibilities:

Office Administration

  • Point of contact for guests and visitors for the T&L Director and supervisors
  • Manage the T&L Director and T&L team calendars
  • Draft emails and other correspondence on behalf of T&L team members (such as meeting invitations, synchronous session invitations)
  • Manage T&L budget in collaboration with the Finance and Administration unit
  • Process invoices and expense reimbursements using SAP
  • Oversee office supply orders specific to T&L
  • Use Procurement Card for purchasing in accordance with university policies
  • Reconcile monthly Procurement Card statements and resolve discrepancies that arise, working with team members to correct documentation when appropriate
  • Support T&L staff by answering questions and providing guidance reimbursements and other finance-related matters
  • Identify cost-saving opportunities
  • Manage and support onboarding process documentation, and maintain team manual
  • Maintain up-to-date documentation that reflects changing job knowledge 
  • Use various software (e.g., spreadsheets, databases) to gather and maintain T&L team member information, and ensure that internal and external T&L information remains up-to-date
  • Maintain central T&L calendar; implement efficient solutions to track team member schedules as well as events hosted by and related to T&L
  • Maintain T&L email group and contact list
  • Serve as first point of contact for T&L unit by directing inquiries and requests to appropriate T&L team member(s) or other units in a timely fashion
  • Manage T&L’s general inbox
  • Serve as liaison between T&L, and other Carey units
  • Make domestic travel arrangements
  • Coordinate special projects—such as visits with third-party vendors—for the T&L departments that affect internal operations and/or external programs
  • Use JIRA to triage team member requests and to communicate status updates regarding tasks and projects
  • Liaise with publishers to order textbook desk copies for faculty and staff
  • Provide T&L team members with conference and travel coordination, including registrations, reservations, and reimbursements
  • Assist with the Learning Management System (Blackboard) roster enrollments

Event Coordination and Scheduling

  • Act as Event Lead and coordinator for all T&L events held at Harbor East and Washington, DC, campuses, including workshops, webinars, demos, trainings, symposia, and vendor fairs, among others
  • Coordinate T&L meetings, both internal and external
  • Schedule T&L events and meetings using 25Live event management system; coordinate with Operations, Events, and IT units, and promptly communicate any changes and corrections to the original event request
  • Coordinate with Operations, Events, and IT units for room reservations, IT needs, guest access request forms, and other logistical tasks for last-minute events that cannot be entered into 25Live
  • Send event invitations and tracks responses using Outlook, Eventbrite, and other event-planning tools; use Doodle Poll and other similar tools to determine invitee availability when necessary
  • Select and liaise with caterers for events requiring food or beverage service
  • Prepare materials (hand-outs, PowerPoints, etc.) to be utilized at events and meetings
  • Serve as recorder/note-taker for key meetings and events; in a timely fashion, distribute minutes that clearly summarize key points and action items for stakeholders
  • Provide T&L Director with logistical support for meetings and events 
  • Create and distribute post-event Qualtrics surveys; download and share report to relevant stakeholders
  • Manage and track event registrations
  • Archive event information (invitations, invitees, attendees, vendor invoices, copies of event materials, etc.) on internal drive for future reference
  • Maintain faculty-specific attendance tracker, to be shared annually with the Office of Software and Report Services
  • Manage calendar invitations (for faculty and staff) for live synchronous sessions for online courses as well as other activities requiring the use of media studios at both campuses, with direction from Instructional Technologists
  • Represent T&L at School events as needed

Minimum Qualifications (Mandatory):

  • High School Diploma/GED required. Three years of related experience required
  • Additional education may substitute for required experience, to the extent permitted by the JHU equivalency formula

Preferred Qualifications:

  • Bachelor’s degree in general office administration, higher education administration, or a closely related field preferred
  • Experience in administrative services, event planning, budgeting, and customer service in a higher education environment strongly preferred
  • Knowledge of SAP and general procurement processes preferred
  • Knowledge of Blackboard, professional development for faculty, online education, and other services provided by centers for teaching and learning in the higher education setting a plus

Special Knowledge, Skills, and Abilities:

  • Exceptional interpersonal, communication (written and verbal), and organizational skills
  • Ability to collaborate effectively and build strong working relationships across the School and University, as well as with external constituents
  • Ability to collaborate effectively within a team dynamic as well as interact professionally and diplomatically with numerous constituents internally and externally
  • Ability to handle sensitive situations with creativity, tact, confidentiality, and professionalism
  • Ability to thrive in a fast-paced environment—potentially with frequent interruptions—where multitasking is the norm, and where establishing and maintaining policies and procedures is essential
  • Ability to juggle multiple tasks and competing priorities under pressure with poise and creativity in order to meet deadlines
  • Ability to execute responsibilities with efficiency and quality, and exercise independent and professional judgment
  • Ability to respond to requests for information in a timely and efficient manner
  • Ability to provide recommendations to supervisors and other colleagues to address ineffective and inefficient processes
  • Strong event planning and project management skills
  • Ability to use technology to create administrative efficiencies and an interest in staying technically current and mastering new software or university online systems
  • Professional email skills and etiquette
  • Strong calendaring skills
  • Budget management skills and knowledge of related software and web-based applications
  • Event planning skills and knowledge of related software and web-based applications
  • Strong problem solving skills; ability to determine the information necessary to research and/or resolve the problem, to identify and collect information, to report on and make recommendations and/or to take appropriate action
  • Maintains accurate, up-to-date files and records, and ensures confidentiality where relevant
  • Adept in performing accurate data entry
  • Highly organized and fastidious with details
  • Proactive, resourceful, and self-motivated, even in unstructured job situations
  • Ability to execute high-quality events
  • Ability to make spending recommendations based on budget information 

Internal and External Contacts:

  • Internal: Carey and other JHU faculty, staff, and students.
  • External: Online partner and vendors, educational technology vendors, publishers, caterers, and others.

Technical Qualifications or Specialized Certifications:

  • Fluent in MS Office Suite (Outlook, Word, Excel, and PowerPoint)
  • Adept in the use of web-based applications and databases/spreadsheets
  • Working knowledge of survey tools, such as Qualtrics

The successful candidate(s) for this position will be subject to a pre-employment background check.

If you are interested in applying for employment with The Johns Hopkins University and require special assistance or accommodation during any part of the pre-employment process, please contact the HR Business Services Office at jhurecruitment@jhu.edu. For TTY users, call via Maryland Relay or dial 711.

The following additional provisions may apply depending on which campus you will work.  Your recruiter will advise accordingly.

During the Influenza ("the flu") season, as a condition of employment, The Johns Hopkins Institutions require all employees who provide ongoing services to patients or work in patient care or clinical care areas to have an annual influenza vaccination or possess an approved medical or religious exception. Failure to meet this requirement may result in termination of employment.

The pre-employment physical for positions in clinical areas, laboratories, working with research subjects, or involving community contact requires documentation of immune status against Rubella (German measles), Rubeola (Measles), Mumps, Varicella (chickenpox), Hepatitis B and documentation of having received the Tdap (Tetanus, diphtheria, pertussis) vaccination. This may include documentation of having two (2) MMR vaccines; two (2) Varicella vaccines; or antibody status to these diseases from laboratory testing. Blood tests for immunities to these diseases are ordinarily included in the pre-employment physical exam except for those employees who provide results of blood tests or immunization documentation from their own health care providers. Any vaccinations required for these diseases will be given at no cost in our Occupational Health office.

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