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Johns Hopkins University Program & Events Coordinator CSOS in Baltimore, Maryland

General Summary/Purpose

This position will provide coordinating and administrative support for the operation of the Everyone Graduates Center (EGC) and the Center for Social Organization of Schools (CSOS) Business Operations Team for its research and practice projects and activities with in CSOS. The Events Program Coordinator will proactively identify tasks and projects in close collaboration with the EGC Director and staff, and CSOS Business Operations on a day-to-day basis. The EPC will act as a liaison between staff and the Johns Hopkins University/Department related to the operational, administrative, fiscal and grants management needs of EGC work. The EPC will also coordinate with EGC’s many external partners and advisory committees and their institutions, provide confidential and detail oriented secretarial support to the EGC Director, arrange conference and travel logistics, provide website and other editorial assistance, assist with EGC newsletters, and maintain a high level of customer service excellence and detail orientation. In work to accomplish goals of the EGC and its projects and programs related educational research and practice, the EPC will implement all project activities according to specific self-driven and collaboratively-defined time frames and budget constraints, with minimal supervision to ensure accountability that activities and timelines are met or proactively renegotiated if required. Active participation and communication in team meetings and day-to-day activities and assignments is expected along with flexibility and adaptability to iteratively modify tasks and processes as learning and the work unfolds. The EPC will be relied upon to proactively engage all EGC and Business Operations staff and external partners to achieve program goals and communicate progress and concerns and seek continuous growth and improvement opportunities to improve center and project outcomes. The EPC will maintain curiosity and creativity in daily problem solving and have the ability to devise proposals for and actively plan and execute work across multiple projects and deadlines.

Specific Duties & Responsibilities

Event Coordination and Meeting/Conference Support (45%):

  • Work with events personnel to anticipate needs in order to plan and manage each event accordingly.

  • Coordinate meeting logistics for in-person meetings that EGC will host/lead in various locations around the country by coordinating travel arrangements of meeting participants and hotel, meeting room, and catering logistics.

  • Complete pricing reviews including competitive analysis and makes pricing recommendations to Event Managers.

  • Schedule complex project team and advisory committee meetings and events.

  • Manage client relationships and expectations from initial inquiry to signing of license agreements, including client and vendor walk-through and other meetings to identify needs and solutions.

  • Set and monitor customer service standards and expectations among clients and vendors. Provide feedback where helpful.

Program Planning and Communications:

  • Contribute to grant and program initiatives through active participation in team meetings and day-to-day activities and assignments.

  • Proactively engage with EGC staff and external partners to define, plan for and achieve program goals.

  • Assist with website editing and monitoring, newsletter editing and management, and project communication and outreach initiatives and style sheets.

  • Plan and execute work across multiple projects and deadlines.

  • Coordinate and organize project and/or meeting binders in paper and electronic forms, including duplication and mailings.

  • Identify emerging platforms/software to improve effectiveness/efficiency of work.

  • Assist in obtaining publications and scanning for and summarizing information related to program efforts.

  • Provide editorial assistance in developing reports and documents, including managing reference lists, proofreading for grammatical errors, and document formatting.

  • This position will include occasional flexible work hours, such as assisting with conferences and meetings and meeting project and funder deadlines .

  • Conduct day-to-day activities related to preparation of meeting materials, setting conference calls and meeting room arrangements.

  • Maintain and seek to continually enhance appropriate electronic and paper filing systems.

  • Copy materials and send/receive facsimiles as requested.

  • Schedule conference rooms and computer/AV equipment.

  • Act as point of contact for visitors and maintain a EGC-wide calendar with key deadlines and events and staff travel and vacation schedules.

  • Anticipate needs for travel and conferences and ensure arrangements are made by EGC staff or assist as needed.

  • Assist in requesting reimbursement for travel that is paid by external entities.

Personal Assistance to EGC Director (5%):

  • Learn about range of needs and devise a plan for assisting with overall EGC development and management.

  • Provide professional and confidential personal assistance support, including devising and assisting with reviewing and responding to incoming paper and electronic mail, preparing program status reports to sponsors, conducting further research and obtaining additional information as needed to formulate appropriate replies.

  • Work closely with the Director to develop an approach to setting, accepting and changing meetings, calls and to ensure a schedule that allows for priority work to be conducted amidst requests for time that arise daily.

CSOS Business Operations (50%):

  • Provide support to CSOS Finance team for CSOS day-to-day office operations.

  • Prepare forms and obtain proper authorization for a company procurement card and for vendor invoicing.

  • Order office supplies.

  • Prepare travel authorizations, audit travel reimbursements, and procurement card reconciliations and reallocations.

  • Maintain travel tracking spreadsheet, unused credits log and CSOS-Travel mailbox.

  • Ensure travel reimbursements and expenses are entered timely and post to correct project/account.

  • Maintain accurate and computerized record of expenditures, inventory and supplies; monitor supplies and materials.

  • Be the point of contact for CSOS requests to add, maintain, or troubleshoot telecom and printers.

  • Complete packaging of materials and letters and enter shipping requests.

  • Assist with oversight and management of program and operations budgets and administrative activities.

  • Work closely with department administration and human resources to post and manage new job requisitions and incoming applications, schedule candidate interviews and track hiring process as well as ensure a smooth onboarding process for new EGC team members.

  • Train new EGC staff on basic EGC operating and administrative protocols and procedures.

  • Create and maintain purchase orders, on-line payment requests, and PaymentWorks vendor invitation requests.

  • Complete check deposits and ensure funds are correctly applied.

  • Assist with monthly reconciliation of budgets.

  • Proactively identify and provide general administration needs, including ensuring optimal functioning and operation of all computing, software and printing equipment and supplies and submission and confirmation of expense reimbursements on an ongoing basis.

Minimum Qualifications (Required)

  • High School Diploma/GED.

  • Five (5) years of progressively responsible administrative and/or programcoordination experience.

Additional education may substitute for required experience, to the extent permitted by the * 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. *

Preferred Qualifications

• Bachelor's degree in Business Administration, Liberal Arts or a related field preferred.

• Experience with event planning and management.

• Experience troubleshooting and resolving unexpected event related issues.

• Previous experience working with research protocols, or in the field of education is a plus but not required.

• Experience with SAP and Analysis

• Demonstrable experience in Microsoft Office Suite (Word, Excel,

PowerPoint, Outlook) and Adobe Acrobat Pro.

Special Knowledge, Skills, and Abilities

• Flexible with the ability to prioritize and respond quickly and professionally during periods of high activities

• Demonstrated ability to work productively both independently and as part

of a team.

• Excellent work planning and time management skills and the drive to

collaborate and manage activities across multiple projects/tasks.

• Well-developed organizational skills, advanced communication and negotiation skills, and

excellent problem-solving skills.

• Proactive team member who maintains a flexible attitude and seeks to

continually learn and improve.

• Demonstrable experience in Microsoft Office Suite (Word, Excel,

PowerPoint, Outlook) and Adobe Acrobat Pro. Experience with website

content management systems, social media and graphics software

preferred.

• Comfortable setting and tracking own deadlines and responding to

emergent needs that may require adjustments to prior deadlines.

• Comfortable working with a variety of communication styles and manage

executive calendars that are busy and change often.

• Curious, persistent and able to manage and thrive in a busy and within a

context of regular change and innovation to optimize positive outcomes

and achieve goals.

Additional Information

• Although regular mid-day hours will be established Monday through Friday the position is occasionally expected to work evening or weekends to provide additional events management support.

Classified Title: Program Coordinator

Working Title: Program & Events Coordinator CSOS ​​​​​

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

Starting Hourly Pay Rate Range: $19.82 to $27.27/ Commensurate with Experience

Employee group: Part-time

Schedule: Monday - Friday/ up to 25 hrs per week

Exempt Status: Non-Exempt

Location: 01-MD:Homewood Campus

Department name: 60003327-CSOS Programs

Personnel area: School of Education

The successful candidate(s) for this position will be subject to a pre-employment background check.

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 HR Business Services Office at jhurecruitment@jhu.edu . For TTY users, call via Maryland Relay or dial 711.

The following additional provisions may apply depending on which campus you will work. Your recruiter will advise accordingly.

During the Influenza ("the flu") season, as a condition of employment, The Johns Hopkins Institutions require all employees who provide ongoing services to patients or work in patient care or clinical care areas to have an annual influenza vaccination or possess an approved medical or religious exception. Failure to meet this requirement may result in termination of employment.

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.

Equal Opportunity Employer

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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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