Administrative Coordinator

Industry:

Company: Johns Hopkins University

Reporting to the Director of the Reischauer Center for East Asian Studies, we are seeking an Administrative Coordinator who will be responsible for the overall administrative coordination the Reischauer Center and operate as a deputy to the Director. He/She/They will administer and maintain program budgets, support research agendas and grant programming, and support staff and faculty involved in the program. The individual will be responsible for maintaining daily support of the Reischauer Center while helping the director to enhance research outcomes.

Specific Duties & Responsibilities

Financial Management

• Write grant applications, reports, and manage documentation maintaining positive relationships with sponsor administrative contacts.
• Track Sponsored and non-Sponsored accounts, spending, budget forecasting, and salaries.
• Submit salary and supplemental payments for students, faculty, staff, and guests.
• Manage department spending, ordering, invoices, scholarships, and accounting.
• Administers daily operations (budget and billing verifications, changes, corrections, and updates) and provides complete follow-up.
• Reviews and reconciles monthly expense statements, monitors monthly expenditures, and gathers supporting documentation for supervisor review and approval.

Personnel (Human Resources Support)

• Recruit, interview, hire, track salaries for and manage Student Worker and Reischauer Policy Research Fellows.
• Compute payments for and implement supplemental payments for students, faculty, and staff.
• Advise Policy Research Fellows on policies and procedures for the program, time off, and other help as needed.
• Identifies and resolves administrative problems and issues. Develops and recommends administrative processes/procedures to assure efficiency. Interprets and communicates operating policies.

Event Management

• Coordinate with director and faculty on events and conferences.
• Coordinate with guest speakers on logistics, travel, reimbursement, honorariums and related tasks.
• Order Catering and other vendor management: payments, contracts, Payment Works onboarding.
• Coordinate with SAIS Events, IT and Security Teams for event coordination [in-person and webinars]
• Ability to be flexible, efficient, and use judgement.
• Assist with up to two international student trips, manage outcomes and communication with sponsors.
• Manage social media platforms and Reischauer Center website and content development.

Research

• Assist with director’s course development as needed.
• Assist director in managing research conferences and publications.
• Other tasks as requested by the director.

Special Knowledge, Skills, and Abilities

• Ability to work effectively, efficiently, and independently under the supervision of the director.
• Team-oriented person.
• Ability to work effectively with faculty, staff and students from a variety of diverse backgrounds.
• Demonstrated organizational skills with proven ability to effectively prioritize workload.
• Exceptional oral, written and interpersonal communication skills.
• Proven ability to multi-task and process data quickly with a high level of accuracy.

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

• Bachelors in a related field and/or Masters in International Affairs with knowledge of East Asia.
• Japanese language proficiency.
• Administrative and research experience.
• Editing and research experience.

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, 8:30am-5:30pm
Exempt Status: Non-Exempt
Location: Hybrid/District of Columbia
Department name: Japan Studies
Personnel area: SAIS

Total Rewards
The referenced base salary range represents the low and high end of Johns Hopkins University’s salary range for this position. Not all candidates will be eligible for the upper end of the salary range. Exact salary will ultimately depend on multiple factors, which may include the successful candidate’s geographic location, skills, work experience, market conditions, education/training and other qualifications. Johns Hopkins offers a total rewards package that supports our employees’ health, life, career and retirement. More information can be found here: https://hr.jhu.edu/benefits-worklife/.

Education and Experience Equivalency
Please refer to the job description above to see which forms of equivalency are permitted for this position. If permitted, equivalencies will follow these guidelines: JHU Equivalency Formula: 30 undergraduate degree credits (semester hours) or 18 graduate degree credits may substitute for one year of experience. Additional related experience may substitute for required education on the same basis. 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.

Applicants Completing Studies
Applicants who do not meet the posted requirements but are completing their final academic semester/quarter will be considered eligible for employment and may be asked to provide additional information confirming their academic completion date.

Background Checks
The successful candidate(s) for this position will be subject to a pre-employment background check. Johns Hopkins is committed to hiring individuals with a justice-involved background, consistent with applicable policies and current practice. A prior criminal history does not automatically preclude candidates from employment at Johns Hopkins University. In accordance with applicable law, the university will review, on an individual basis, the date of a candidate’s conviction, the nature of the conviction and how the conviction relates to an essential job-related qualification or function.

Diversity and Inclusion
The Johns Hopkins University values diversity, equity and inclusion and advances these through our key strategic framework, the JHU Roadmap on Diversity and Inclusion.

Equal Opportunity Employer
All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.

EEO is the Law
https://www.eeoc.gov/sites/default/files/2023-06/22-088_EEOC_KnowYourRights6.12ScreenRdr.pdf

Accommodation Information
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 Talent Acquisition Office at jhurecruitment@jhu.edu. For TTY users, call via Maryland Relay or dial 711. For more information about workplace accommodations or accessibility at Johns Hopkins University, please visit https://accessibility.jhu.edu/.

Vaccine Requirements
Johns Hopkins University strongly encourages, but no longer requires, at least one dose of the COVID-19 vaccine. The COVID-19 vaccine does not apply to positions located in the State of Florida. We still require all faculty, staff, and students to receive the seasonal flu vaccine. Exceptions to the COVID and flu vaccine requirements may be provided to individuals for religious beliefs or medical reasons. Requests for an exception must be submitted to the JHU vaccination registry. This change does not apply to the School of Medicine (SOM). SOM hires must be fully vaccinated with an FDA COVID-19 vaccination and provide proof of vaccination status. For additional information, applicants for SOM positions should visit https://www.hopkinsmedicine.org/coronavirus/covid-19-vaccine/ and all other JHU applicants should visit https://covidinfo.jhu.edu/health-safety/covid-vaccination-information/.

The following additional provisions may apply, depending upon campus. Your recruiter will advise accordingly.
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.

Hybrid: On-site 3-4 days a week