Job Information
Johns Hopkins University SOURCE Administrative Coordinator in Baltimore, Maryland
We are seeking a SOURCE Administrative Coordinator will provide high-level administrative, budgetary and project management to support the day-to-day operations of SOURCE, the community engagement and service-learning center for the JHU Schools of Public Health, Nursing, and Medicine. They will be responsible for the management of numerous functions of a fast-paced, interdisciplinary office. The Administrative Coordinator will provide support to the Center Director, along with Center staff, students, faculty, and community partners. The position assists the Center Director with the daily operations of SOURCE, including coordination of a variety of internal and external events, building and maintaining relationships with internal and external partners, managing budgetary responsibilities, and resolution of day-to-day problems and activities. They must be competent to a high degree in the skills and organizational ability required for the efficient running of an office devoted to community engagement, service-learning, and social justice. The position is highly visible and will be the first point of contact to SOURCE for all constituents, including students, faculty, and staff, as well as community partners.
Specific Duties & Responsibilities
Event Planning
Support team with special event planning, coordination and execution. Responsible for securing event venues for special events and programming.
Coordinate with Special Events Teams to arrange event room setups including all A/V needs.
Track RSVPs and prepare guest lists.
Select caterers for event.
Assist with planning of and participate in special event programs during occasional weekends and evenings (including Baltimore Week, National Volunteer Week, Tri-Schools Days of Service, and 1-time service events).
Administrative Support
Provide administrative support for SOURCE staff; manage schedules, answer phone and center’s general email account, manage files, and handle travel arrangements – including scheduling SOURCE Governing Board Meetings and site visits to community-based organizations.
Field and respond to information requests from all levels of internal (faculty, staff, students) and external individuals and organizations regarding policies, procedures, and services under the purview of the center.
Open, sort and distribute mail.
Take meeting minutes and distribute them in a timely fashion; monitor follow-up action items as necessary (Governing Board, Community Council).
Maintain records through electronic filing, retrieval, retention, storage, compilation, data entry, updating, and destruction.
Database management: Maintain community-based organization (CBO) database to ensure information is up-to-date.
Establish working relationships with vendors.
Maintain materials and resources (supplies) used in the office.
Assist the financial team with reconciliation of expenses and receipts, including verifying purchase card orders and tracking all expenses in real time.
Prepare travel reimbursements, purchase requisitions, check requisitions, invoices, and payments to scholars, community partners, and faculty fellows.
Provide appropriate referrals to resources and services available through SOURCE, as well as other JHU and community programs.
Serve as back-up support to the Communications Specialist for SOURCE’s weekly electronic newsletter – SOURCE Weekly Service Scoop.
Manage the process of reviewing community-based organizations that apply for SOURCE partnership, including tracking and scheduling all steps of the process.
Maintain community-based organization (CBO) partnership information through SOURCE database, Hopkins Engage, SOURCE website and other relevant files.
Project Management
Assist with preliminary review of program applications, support selection committees, serve as contact for program participants.
Ensure SOURCE’s website is up-to-date with the latest information relating to SOURCE events and programs, as well as maintaining correct information for community partners.
Serve as primary support for SOURCE and SOURCE groups on Hopkins Engage, the University’s online community engagement platform. Set up sub-groups, track and verify activities, submit events through the system.
Reporting
Use various software applications, such as spreadsheets, reporting databases and software packages such as Qualtrics to manipulate and format data and/or reports.
Distribute weekly students’ community involvement reports to department team.
Track and report center event and meeting activities.
Must be present and accountable during key activities and events sponsored, co-sponsored or offered by SOURCE.
A variety of special projects and other duties as assigned.
Minimum Qualifications
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.
Preferred Qualifications
Two -three yrs. administrative/office experience, preferably in an academic setting.
Must possess strong attention to detail, and excellent organizational, time-management, customer service, and communication skills.
Experience with handling budgets and payment processes preferred.
Must be highly motivated and possess the ability to work both independently and as part of a team.
Commitment to an ethic of community service, and the growth, education, and independence of students.
Ability to work successfully with students, community leaders, administrators and faculty.
High degree of self-motivation and initiative.
Ability to work independently, as well as willingness and availability to work weekend and evening hours for special projects.
Must complete a great number of projects without supervision, but must realize and seek appropriate input, advice and assistance when needed.
Experience with Microsoft Office Suite required.
Willingness to learn how to update SOURCE’s web site (experience preferred: Drupal).
Maturity and the good judgment and sensitivity to deal tactfully with students, faculty, staff and others who may have concern with the office are essential.
Classified Title: Administrative Coordinator
Job Posting Title (Working Title): SOURCE Administrative Coordinator
Role/Level/Range: ATO 37.5/02/OE
Starting Salary Range: $18.00 - $33.50 HRLY ($49,000 targeted; Commensurate with experience)
Employee group: Full Time
Schedule: Monday to Friday: 8:30 am – 5:00 pm
Exempt Status: Non-Exempt
Location: Hybrid: On-site 3-4 days a week
Department name: 60000901-PH Practice and Training
Personnel area: School of Public Health
Equal Opportunity Employer:
Johns Hopkins University is an equal opportunity employer and does not discriminate on the basis of race, color, gender, religion, age, sexual orientation, national or ethnic origin, disability, marital status, veteran status, or any other occupationally irrelevant criteria. The university promotes affirmative action for minorities, women, disabled persons, and veterans.