Johns Hopkins Carey Business School is seeking an experienced, tech savvy administrative professional with finance experience for the position of Faculty Administrative Coordinator. This position will be responsible for documentation and processing related to invoices and reimbursements, coordination of faculty seminar series, coordination of onboarding activities for new adjunct faculty, and maintenance of course information, required textbooks, and course syllabi. This position will also be responsible for maintaining faculty web pages and our faculty database.

Specific Duties & Responsibilities

Travel reimbursement delegate for assigned faculty. 

• This involves a significant volume of transactions to be processed within Concur where timeliness, efficiency, and attention to detail is critical.

Process invoices and non-employee reimbursement.

• This role will manage expense reimbursements and hotel invoices for faculty recruiting candidates and seminar speakers.

Seminar coordinator for assigned academic area.

• Maintain correct seminars distribution list for assigned area.
• Make hotel reservations for seminar guests.
• Provide accommodation information to guest and maintain open communication with guest throughout their stay.
• Keep public-facing Seminars webpage up to date with seminar speaker name, affiliation, and seminar date.

Academic area coordination.

• Send course confirmations to faculty teaching in a given academic term in a given academic area.
• Confirm textbooks to be used in each course in a given academic term in a given academic area. Communicate effectively with the University Bookstore partner to ensure that the proper titles are in the bookstore.
• Maintain sample syllabi used in each course in a given academic term in a given academic area.
• Make periodic webpage updates for area faculty.

Adjunct faculty onboarding.

• Make virtual introduction between new faculty & course lead (or Academic Program Director),
• Acquire necessary teaching resources (course packs, textbooks, JHED ID, sample syllabus, etc.).
• Add new adjunct faculty entries to the PT faculty listserv.
• Front-load CVs into Faculty Success.
• Meet with adjunct faculty to explain Faculty Success process.

Special Knowledge, Skills, & Abilities

• Must have strong organizational skills with the ability to be proactive and solutions focused.
• Must be collaborative with excellent interpersonal and customer service skills.
• Must be able to set and manage multiple priorities and respond quickly to changing needs and goals.
• Ability to work independently and determine priorities.
• Ability to work effectively with faculty, staff, and administration within the University as well as external contacts.
• Exercise mature judgment, sensitivity, and diplomacy when dealing with all internal and external constituents.
• Excellent verbal and written communication skill required.
• Work constructively as part of a team.
• Excellent interpersonal, collaborative and customer service skills to build working relationships across the school and university.
• High degree of professionalism.
• Must be capable of handling highly confidential matters.
• Excellent attention to detail and highly organized with strong analytical, problem-solving, and critical thinking skills.
• Advanced MS Office Suite skills including Word, Excel, PowerPoint and Outlook

• 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.

• Prior invoice and reimbursement processing experience.
• Experience and understanding of University financial policies, practices and procedures
• SAP experience.

Classified Title: Administrative Coordinator 
Job Posting Title (Working Title): Faculty Administrative Coordinator   
Role/Level/Range: ATO 37.5/02/OE  
Starting Salary Range: $18.20 - $33.90 HRLY ($50,700 targeted; Commensurate with experience) 
Employee group: Full Time 
Schedule: Monday-Friday 8:30 AM-5:00 PM with flexibility for occasional evenings and weekends 
Exempt Status: Non-Exempt 
Location: Hybrid/JH at Harbor East 
Department name: ​​​​​​​Faculty & Research Administration 
Personnel area: Carey Business School