Jobs for People with MS: National MS Society

The department of Applied Mathematics and Statistics is currently seeking an experienced Sr. Administrative Coordinator to work in a dynamic, fast-paced team environment. This position will assist the Department Head as well as provide administrative support to faculty members and the department manager. This role will report directly to the Sr. Administrative Manager to ensure smooth and efficient functioning for the department as a unit. This position will include extensive internal and external interaction with faculty, staff, students, and other guests through phone, e-mail, other written correspondence, and face-to-face interaction. The position is expected to maintain a high degree of professionalism and trust on the telephone, in person, on Zoom, and via electronic communication, and must be able to prioritize and multitask based on changing needs and deadlines. Inter- and intra-office communication and teamwork skills are critical. This position will perform duties of a sensitive and highly detailed, technical nature, exercising administrative judgment and maintaining responsibility for quality of service and discretion.

Specific Duties & Responsibilities

Department Head support 40%

• Manage Department Head’s calendar, and prepare meeting/travel folders, assuring that all pertinent information is accurate and available.

• Schedule and manage Heads domestic and international travel and hotel arrangements.

• Manage conflict-free calendar of meetings and appointments for the Head.

• Draft and prepare for signature office communications as well as proofread and edit confidential and sensitive information.

• Proof, edit and/or draft correspondence and reports for the Head.

• Prepare Visiting Committee Report and Self Study Report.

• Prepare faculty meeting agenda, attend and take minutes of the meeting.

Administration 50%

• Arrange all aspects of faculty and postdoctoral fellow recruitment (posting advertisements, collecting applications, scheduling interviews, corresponding with applicants, etc.)

• Create positions in Interfolio and manage users and groups.

• Coordinate with Department Head and faculty members to prepare appointment, promotion, and renewal packages for faculty and postdoctoral fellows, including the drafting of appointment letters for non-tenured faculty and postdoctoral fellows.

• Serve as liaison to Dean’s Office and Academic Affairs regarding appointment and promotion submissions.

• Complete department forms and draft letters for employment visas and permanent residency sponsorships; serve as point of contact for the School’s HR Immigration Specialist and Office of International Services.

• Process invoice payments related to employment visa applications and renewals, and permanent residency applications.

• Maintain spreadsheet of all current department faculty and postdoctoral fellow appointments to track appointment end dates and work authorization renewal and expiration dates.

• Independently manages special projects, office activities and committee meetings.

• Uses various software applications, such as spreadsheets, databases, and electronic surveys to assemble, manipulate and/or format data and reports.

• Working with the Sr. Administrative Manager, analyze operating procedures and revise as needed.

• Other projects as assigned.

Seminar/Event Planning 10%

• Assist in planning and execution of high-profile department events such as annual Advisory Board Meeting and named lectureship seminars.

• Communicate with internal and external speakers and visitors; manage contracts and assist with travel/accommodation arrangements.

• Handle non-employee travel reimbursement, contracts, catering, room reservations, advertising/publicity, AV support and other aspects, as needed.

• Assist academic staff with the logistics of graduate and undergraduate events such as poster session, alumni networking events, etc.

Special Knowledge, Skills, & Abilities

• Highly motivated self-starter with the ability to efficiently apply strong planning and project management skills to a range of program and administrative work/situations as needed.

• Experience in administrative support in an office setting including calendaring, drafting business letters, data research, travel arrangements, taking minutes, maintaining filing systems, and working with confidential materials.

• Strong verbal and written communication skills; with the ability to communicate effectively with constituents at all levels.

• Demonstrated organizational skills with proven ability to effectively prioritize workload and be proactive in order to meet deadlines.

• Must be collaborative with excellent interpersonal and customer services skills.

• Ability to work effectively with faculty, staff and students from a variety of diverse backgrounds.

• Excellent organizational skills, analytical and problem-solving abilities, and attention to detail.

• Ability to perform basic internet and marketing research.

• Ability to work collaboratively as part of a team.

• Ability to work for long periods of time without direction, prioritize own work and to work with flexibility on several tasks simultaneously in order to meet various concurrent deadlines.

• Proven ability to multi-task and process data quickly with a high level of accuracy.

• Experience using SAP, Interfolio, and OnBase preferred.

• Excellent computer literacy and resourcefulness: Word, Excel, Outlook, PowerPoint, Teams, SharePoint, OneDrive, and online research to independently problem-solve.

• Experience in writing and editing professional letters, reports, and documents.

• Experience in a higher education environment preferred.

Minimum Qualifications

• High School Diploma or graduation equivalent.

• Five years progressively responsible administrative experience.

• Additional education may substitute for required experience, to the extent permitted by the JHU equivalency formula.

* JHU Equivalency Formula: 30 undergraduate degree credits (semester hours) or 18 graduate degree credits may substitute for one year of experience. For jobs where equivalency is permitted, up to two years of non-related college course work may be applied towards the total minimum education/experience required for the respective job.

Classified Title: Sr. Administrative Coordinator

Role/Level/Range: ATO 37.5/03/OF

Starting Salary Range: $21.00 - $36.50 HRLY (Commensurate with experience)

Employee group: Full Time

Schedule: 37.5 hrs/wk, M-F

Exempt Status: Non-Exempt

Location: Hybrid/Homewood Campus

Department name: ​​​​​​​Applied Math Admin

Personnel area: Whiting School of Engineering

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.