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Sr. Administrative Coordinator for Recruitment and Contracts

Company: Johns Hopkins University
Location: Baltimore
Posted on: November 22, 2021

Job Description:

We are seeking a Senior Administrative Coordinator for Recruitment and Contacts who will report to the Academic Affairs Administrator and will provide complex administrative support and project management for the Office of Academic Affairs. This position regularly deals with highly confidential materials, both written and sensitive conversations, and often requires independent judgment and action.

Specific Duties & Responsibilities:

  • Provides support for the recruitment and hiring of new full-time and part-time faculty, including assisting with strategies for recruitment of candidates from under-represented groups. Ensure SON and JHU policies and procedures are followed. Collects CVs from applicants to ensure that part time faculty have the minimum credentials before seeking approval for hire.
  • Coordinates screening of faculty candidates with Faculty Search Committees and Selection Committees including distributing and collecting rating sheets and developing summary reports of results of feedback on faculty candidates.
  • Coordinates travel arrangements and on-site scheduling for full-time faculty interviews. Prepares meeting materials and itineraries.
  • Coordinates interview visits/presentations for faculty candidates with administrative coordinators to organize catering, room reservations, advertising, AV support and other aspects as needed. Acts as point of contact for full-time faculty during their on-site interview days.
  • Works closely with Academic Program Directors and course coordinators who identify the needs for part-time faculty. Initiates full and part-time faculty contracts. Oversees part-time faculty compliance requirements based on the faculty assignment. Secures approval for contracts from the Executive Vice Dean and distributes contracts to faculty members.
  • Maintains and communicates policies and changes in policies on compliance for part-time faculty to part-time faculty, monitors adherence, and generates reports. Prepares reports on part-time faculty use by course and program by semester and annually. Works closely with the Executive Vice Dean, Academic Program Directors and the Associate Dean for Clinical Placement to identify and implement compliance and regulatory requirements for part-time faculty.
  • Supports and staffs high-level committees and task forces initiated by the Office of Academic Affairs; including high level search committees (currently School-wide Diversity & Cultural Competence Committee, Strategic Academic Recruitment Review Committee, IPE and other committees as needed).
  • Develops, identifies, and coordinates faculty recognition strategies i.e. nominations for awards. Including developing a timeline, tracking system and communication plan. Assist in preparing and submitting nomination packets. Create and maintain spreadsheets of applications and outcomes of applications. Independently plans events, manages projects and organizes special meetings as required by the Office of Academic Affairs.
  • Estimates costs and manages meetings within approved budget. Coordinates schedules among participants. Resolves sensitive and organizational issues affecting multiple projects. Produces final versions of reports, correspondence and communications. Routinely deals with highly sensitive information and material, maintaining atmosphere of strict confidentiality.
  • Develops and maintains understanding of the Office of Academic Affairs relationship with numerous constituencies both internal and external to the University. Frontline interaction with a diverse, demanding population while maintaining diplomacy and confidentiality at all times
  • Other duties as assigned.

    Minimum Qualifications (Mandatory):
    • High School Diploma/GED.
    • Five (5) years progressively responsible administrative experience.
    • Additional education may substitute for required experience, to the extent permitted by the JHU equivalency formula.

      Preferred Qualifications:
      • Bachelor's Degree.
      • Experience dealing with executive and management staff and confidential matters.

        Special Knowledge, Skills & Abilities:
        • Demonstrated computer proficiency in MS Office Suite (Word, Excel, and PowerPoint), database experience, web based applications.
        • Aptitude to learn new systems and troubleshoot challenges within current systems.
        • Excellent communication skills and skills related to project organization, decision making, and attention to detail.
        • Must be a team player with the ability to work independently.
        • Strong organizational skills, time management, interpersonal (both verbal/written), and administrative skills.

          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 the 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 for Recruitments and Contracts
          Role/Level/Range: ATO 37.5/03/OF
          Starting Hourly Pay Rate Range: $20.02 - $27.51/hr (commensurate with experience)
          Employee group: Full Time
          Schedule: Monday - Friday, 8:30a - 5:00p
          Exempt Status: Non-Exempt
          Location: School of Nursing
          Department name: Academic Affairs
          Personnel area: School of Nursing

          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 . For TTY users, call via Maryland Relay or dial 711.

          Johns Hopkins has mandated COVID-19 and influenza vaccines, as applicable. Exceptions to the COVID and flu vaccine requirements may be provided to individuals for religious beliefs or medical reasons or because the individual is pregnant or attempting to become pregnant. Requests for an exception must be submitted to the JHU vaccination registry. For additional information, applicants for SOM positions should visit and all other JHU applicants should visit

          The following additional provisions may apply depending on which campus you will work. 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.

          Equal Opportunity Employer
          Note: Job Postings are updated daily and remain online until filled.

          EEO is the Law
          Learn more:

          School of Nursing - East Baltimore Campus

Keywords: Johns Hopkins University, Baltimore , Sr. Administrative Coordinator for Recruitment and Contracts, Administration, Clerical , Baltimore, Maryland

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