Source Administrative Coordinator - Baltimore, United States - Johns Hopkins University

Johns Hopkins University

Verified Company

Baltimore, United States

3 weeks ago

Posted by:

Mark Lane

beBee recruiter

Description

We are seeking a
_SOURCE_
_Administrative Coordinator _will provide high-level administrative, budgetary and project management to support the day-to-day operations of SOURCE, the community engagement and service-learning center for the JHU Schools of Public Health, Nursing, and Medicine.

They will be responsible for the management of numerous functions of a fast-paced, interdisciplinary office. The Administrative Coordinator will provide support to the Center Director, along with Center staff, students, faculty, and community partners.

The position assists the Center Director with the daily operations of SOURCE, including coordination of a variety of internal and external events, building and maintaining relationships with internal and external partners, managing budgetary responsibilities, and resolution of day-to-day problems and activities.

They must be competent to a high degree in the skills and organizational ability required for the efficient running of an office devoted to community engagement, service-learning, and social justice.

The position is highly visible and will be the first point of contact to SOURCE for all constituents, including students, faculty, and staff, as well as community partners.

Specific Duties & Responsibilities

Event Planning_
Support team with special event planning, coordination and execution. Responsible for securing event venues for special events and programming.
Coordinate with Special Events Teams to arrange event room setups including all A/V needs.
Track RSVPs and prepare guest lists.
Select caterers for event.
Assist with planning of and participate in special event programs during occasional weekends and evenings (including Baltimore Week, National Volunteer Week, Tri-Schools Days of Service, and 1time service events).
Administrative Support_
Field and respond to information requests from all levels of internal (faculty, staff, students) and external individuals and organizations regarding policies, procedures, and services under the purview of the center.
Open, sort and distribute mail.
Take meeting minutes and distribute them in a timely fashion; monitor followup action items as necessary (Governing Board, Community Council).
Maintain records through electronic filing, retrieval, retention, storage, compilation, data entry, updating, and destruction.
Database management: Maintain communitybased organization (CBO) database to ensure information is uptodate.
Establish working relationships with vendors.
Maintain materials and resources (supplies) used in the office.
Assist the financial team with reconciliation of expenses and receipts, including verifying purchase card orders and tracking all expenses in real time.
Prepare travel reimbursements, purchase requisitions, check requisitions, invoices, and payments to scholars, community partners, and faculty fellows.
Provide appropriate referrals to resources and services available through SOURCE, as well as other JHU and community programs.
Serve as backup support to the Communications Specialist for SOURCE's weekly electronic newsletter
SOURCE Weekly Service Scoop.
Maintain communitybased organization (CBO) partnership information through SOURCE database, Hopkins Engage, SOURCE website and other relevant files.
Project Management_
Ensure SOURCE's website is uptodate with the latest information relating to SOURCE events and programs, as well as maintaining correct information for community partners.
Serve as primary support for SOURCE and SOURCE groups on Hopkins Engage, the University's online community engagement platform. Set up subgroups, track and verify activities, submit events through the system.
Reporting_
Distribute weekly students' community involvement reports to department team.
Track and report center event and meeting activities.
Must be present and accountable during key activities and events sponsored, cosponsored or offered by SOURCE.
A variety of special projects and other duties as assigned.

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

Two three yrs. administrative/office experience, preferably in an academic setting.
Must possess strong attention to detail, and excellent organizational, timemanagement, customer service, and communication skills.
Experience with handling budgets and payment processes preferred.
Must be highly motivated and possess the ability to work both independently and as part of a team.
Commitment to an ethic of community service, and the growth, education, and independence of students.
Ability to work successfully with students, community leaders, administrators and faculty.
High degree of selfmotivation and initiative.
Ability to work independently, as well as will