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Johns Hopkins University Program Coordinator in Baltimore, Maryland

The Program Coordinator in the Department of Psychological and Brain Sciences works largely independently to perform a range of critical and detail-oriented administrative tasks for the Department. This position also provides partial support to the David S. Olton Program in Behavioral Biology. The Administrative Coordinator works closely with the Administrative Manager to ensure efficient daily operations for the Department in areas such as financial administration, event planning, building/facilities management, and general administrative office support. In addition to providing administrative support for Behavioral Biology, this position also provides academic and event coordination support for the Program. This position is responsible for critical data entry and recordkeeping, must be able to focus amidst consistent interruptions, and must be able to prioritize multiple projects and deadlines. This position serves as the first point of contact for visitors to the Department and must manage the front desk in a courteous and professional manner. This position requires being on-site Monday through Friday, 8:30am – 5:00pm, but may be considered for transition to hybrid modality depending on Departmental need and/or University operations.

Specific Duties & Responsibilities

Financial & Procurement Transactions

  • Independently vet a high volume of employee and non-employee travel and non-travel business expense reimbursement requests for appropriateness and completeness

  • Initiate appropriate reimbursement transactions with particular attention to accuracy in data entry; monitor workflow through to final approval

  • Independently review vendor invoices for correctness prior to initiating online payment request transactions

  • Initiate online payment requests, with attention to accuracy in data entry; monitor workflow through to final approval

  • Initiate shopping carts and manage purchase orders, including completing goods receipts as required and/or resolving PO-related discrepancies

  • Initiate paperwork and process payments for Independent Contractors

  • Use PaymentWorks to set up new vendors

Event & Visitor Planning

  • Plan, coordinate, execute, and/or assist with all aspects of Department and/or Program events, including: secure appropriate venue for each event; work with caterer to plan an appropriate menu, with budget and dietary restrictions in mind; circulate announcements/invitations to the event; record RSVP and/or attendance as necessary; assist with venue set-up and/or clean-up as appropriate

  • Provide back-up administrative support, if necessary, for Colloquium series, which may include any of the following components for each visit: making travel arrangements for incoming speakers; making hotel reservations for incoming speakers; managing the honorarium process from vendor set-up through payment; scheduling the itineraries for the speakers; ordering catering for the event; ensuring talks are recorded and recordings are made available to the department; circulating the announcements and updating the department’s online event calendar

  • Provide administrative support for official department visitors (faculty search candidates, or other departmental visitors) including: making travel arrangements for the incoming visitors; making hotel reservations for the incoming visitors; scheduling detailed itineraries for all visitors; arranging for all catering and/or meals during the official visit; securing locations for job or chalk talks; ensuring talks are recorded and recordings are made available to the department; circulating announcements regarding the events to the appropriate listservs

Behavioral Biology Academic Support

  • Solicit and organize course information for each academic term

  • Use appropriate software/web interface to maintain course information for each academic term

  • Provide support for Program Committee and Steering Committee as necessary, which may include scheduling meetings and/or maintaining records from those meetings

  • Assist with communications efforts for the Program, which may include sending emails to enrolled majors and maintaining the Program’s website

Building/Facilities Management

  • Serve as co-manager for access to secured lab areas using JHU’s J-Card system; grant and terminate user access ASAP

  • Serve as one of the key coordinators for the department; accurately maintain inventory of departmental keys including current and accurate lists of keys and key holders; order new keys as necessary and pick-up from Facilities when ready

  • Coordinate facilities, maintenance, and custodial services as necessary for all departmental spaces

  • Coordinate all recycling requests (furniture, electronic, or “regular” recycling)

  • Under the direction of the Administrative Manager, coordinate details for office moves as necessary

  • Initiate telecommunications service requests

General Administrative Support

  • Sort and distribute incoming mail daily

  • Corroborate and receive incoming package deliveries; sign receipt for deliveries; label packages and organize in tidy manner out of the flow of traffic; alert recipients that they have a package(s) for pick up

  • Arrange for outgoing courier packages

  • Arrange and coordinate large volume shredding/document destruction for entire department

  • Email and/or post announcements and other appropriate communication to relevant members of the department

  • Maintain departmental calendar and room schedules (in conjunction with Academic team)

  • Maintain inventory of office supplies

  • Maintain departmental records (paper and electronic) as appropriate

  • Maintain and manage copier codes for departmental users on a semester-by-semester basis; provide monthly reports to departmental financial staff as necessary for billing

  • Update directory information on departmental website

  • Maintain departmental phone and email directory; update departmental mailboxes as necessary

  • Organize and maintain departmental common spaces (multipurpose room, copier areas, storage areas)

Front Desk/Department Reception

  • Answer main department telephone; triage calls or take messages as appropriate; provide correct information to callers

  • Serve as first point of contact for all visitors to administrative suite

  • Triage or directly manage requests from faculty, staff, students, and general populace

Special Knowledge, Skills & Abilities

  • Fluency in MS Office suite; Adobe; email and instant messenger platforms; internet; and electronic calendaring systems

  • Ability to retain focus on tasks at hand while managing the front desk of a busy administrative suite; ability to work with interruptions

  • Ability to prioritize workload and manage multiple tasks and projects in parallel

  • Ability to maintain confidential information

  • Ability to work independently with minimal oversight

  • Excellent organizational skills; ability to enter data with zero to minimal errors

  • Professional in-person and phone demeanor; ability to communicate clearly both orally and in written form

  • Knowledge of JHU as an enterprise

  • Previous experience with SAP

Level of Independent Decision Making

  • Position is required to independently review and vet financial transactions for appropriateness and completeness before entering them for payment.

  • Position is required to independently manage priorities and set timelines in advance of deadlines and events.

Physical Requirements

  • Must occasionally lift/move heavy boxes (less than 50 lbs).

  • Must be able to move/rearrange/set-up temporary furniture as needed for events.

Minimum Qualifications

  • High School Diploma or graduation equivalent

  • Five years progressively responsible related experience

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

Preferred Qualifications

  • Previous work in an academic/higher education setting

Classified Title: Program Coordinator

Job Posting Title (Working Title): Program Coordinator

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

Starting Salary Range: $21.00 - $36.50 HRLY ($43,000 targeted; commensurate with experience)

Employee group: Full Time

Schedule: Monday - Friday / 8:30 - 5:00

Exempt Status: Non-Exempt

Location: Homewood Campus

Department name: Psychological and Brain Sciences

Personnel area: School of Arts & Sciences

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.

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