The Department of Education, Teaching and Learning seeks a Senior Administrative Coordinator who will provide administrative support to Teaching & Learning@Carey (T&L), including high level executive support, oversight of both office operations and select 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 Assistant Dean of Teaching & Learning@Carey and works closely with all 20+ members of the T&L team. Must be available to work nights and weekends on an occasional basis.
Specific Duties & Responsibilities:
Executive Support (50%)
Manage calendars and all scheduling for both Assistant Dean for Teaching & Learning and the Director of Teaching & Learning.
Ensure both the Assistant Dean and Director are adequately prepared for all meetings with internal and external stakeholders by prioritizing strategically and providing necessary documentation.
Schedule, plan, and coordinate multiple longitudinal cross-departmental teaching initiatives for faculty and staff including but not limited to Task Forces, Learning Communities, and select Committees.
For departmental meetings, ensure agenda is prepared and distributed, catalog action items, and help implement any follow up plans in conjunction with T&L Director and Assistant Dean of T&L.
Ensure adequate feedback loop to the Assistant Dean and Director on conflicts and issues in team processes.
Office Administration (20%)
Point of contact for guests and visitors for the T&L Director and supervisors
Provide high-level team support by maintaining central T&L calendar, coordinating all departmental and leadership team meetings, and providing travel and conference assistance to staff.
Draft emails and other correspondence on behalf of T&L team members (such as meeting invitations, synchronous session invitations)
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
Manage centralized communications for T&L, including oversight of the general inbox, email groups and contact lists, and directing inquiries and requests to appropriate team member.
Serve as liaison between T&L, and other Carey units
Coordinate special projects—such as visits with third-party vendors—for the T&L departments that affect internal operations and/or external programs
Use MS Teams to triage team member requests and to communicate status updates regarding tasks and projects
Order textbook desk copies for T&L staff
Manage T&L budget in collaboration with the Finance and Administration unit
Process invoices 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
Event Coordination and Scheduling (10%)
Serve 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.
Schedule all T&L events by managing and tracking event registrations, and coordinating 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.
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 and create and distribute post-event Qualtrics surveys; download and share report to relevant stakeholders.
Archive event information (invitations, invitees, attendees, vendor invoices, copies of event materials, etc.) on internal drive for future reference
and maintain faculty-specific attendance tracker, to be shared annually with the Office of Software and Report Services.
Other Duties as Assigned (10%)
Minimum Qualifications (Mandatory):
High School Diploma/GED required.
Five years of related experience required.
Additional education may substitute for required experience, to the extent permitted by the JHU equivalency formula.
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 or 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 & Abilities:
Exceptional interpersonal, communication (written and verbal), and organizational skills.
Strong calendaring 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.
Highly organized and fastidious with details.
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 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.
Budget management skills and knowledge of related software and web-based applications.
Adept in performing accurate data entry, maintaining accurate, up-to-date files and records, and ensuring confidentiality where relevant.
Proactive, resourceful, and self-motivated, even in unstructured job situations.
Internal: Carey and other JHU faculty, staff, and students.
External: Online partner and vendors, educational technology vendors, publishers, caterers, and others.
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.
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.
Classified Title: Sr. Administrative Coordinator Working Title: Sr. Administrative Coordinator Teaching & Learning Role/Level/Range: ATO 37.5/03/OF Starting Salary Range: $20.02 - $27.51/hr (commensurate with experience) Employee group: Full Time Schedule: Monday-Friday 8:30am-5:00pm; Exempt Status: Non-Exempt Location: JH at Harbor East Department name: Teaching and Learning @ Carey Personnel area: Carey Business School
The successful candidate(s) for this position will be subject to a pre-employment background check.
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