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Sr. Administrative Coordinator for Recruitments & Contracts

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Sr. Administrative Coordinator for Recruitments & Contracts
We are seeking a Senior Administrative Coordinator for Contracts and Compliance who will report to the Executive Vice Dean and will provide complex, high level, administrative support for the Office of Academic Affairs as it relates to faculty contracts and compliance. This position regularly deals with highly confidential materials, both written and sensitive conversations, and often requires independent judgment and action. This position requires high accuracy.

Specific Duties & Responsibilities
  • Understand the Office of Academic Affairs and its 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.
  • Have a basic understanding of student resources.
  • Understands the workflow and how this position is impacted by and affects other positions/duties.
  • General administrative duties.
  • Other duties as assigned.


Contract Management
  • Works closely with Academic Program Directors and course coordinators who identify the needs for part-time faculty.
  • Utilize technology systems to collect contract specific information on part-time faculty assignments.
  • Initiates annual full-time and part-time contracts (approximately 100).
  • Initiates all limited faculty contracts (approximately 150-200 each of 3 semesters).
  • Initiates all contract amendments for full, part time and limited faculty.
  • Verifies all contracts are accurate with approval by the Executive Vice Dean.
  • Sends all contracts and amendments to faculty for signature, once approved.
  • Sends all contracts to HR/Payroll once signed by faculty member.
  • Confirms receipt of all contracts and amendments.
  • Stores all completed contracts in secure location on SON server.
  • Maintains spreadsheets for record keeping and verification purposes.
  • Maintains online database system and communicates system updates and necessary repairs to the appropriate parties.
  • Works closely with HR/Payroll to ensure all contracts are processed in a timely fashion.
  • Submit limited faculty supplemental payment requests to HR/Payroll for processing.


Compliance Management
  • Oversees, verifies, and communicates limited faculty compliance requirements based on the faculty assignment.
  • Maintains and communicates policies and changes in policies for compliance of limited faculty to limited faculty.
  • Produces final versions of reports, correspondence, and communications as requested.
  • Routinely deals with highly sensitive information and material, maintaining atmosphere of strict confidentiality.
  • Serves as back-up compliance support of full-time faculty members.


Onboarding Management
  • Sends onboarding communications to limited faculty.
  • Ad hoc all JHU affiliation accounts for new limited faculty employees.
  • Complete employment verification forms for limited faculty.
  • Manage ID badge requests for limited faculty.
  • Serves as the back-up for full and part-time faculty onboarding process.


Minimum Qualifications (Mandatory):
  • High School Diploma/GED.
  • Experience dealing with executive and management staff and confidential matters.
  • Five (5) years of progressively responsible administrative experience.


Additional education may substitute for required experience, to the extent permitted by the JHU equivalency formula. * 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.
  • Work in higher education field.
  • Contract generation and file management experience.


Special Knowledge, Skills, and Abilities:
  • Demonstrated computer proficiency in MS Office Suite (Word, Excel, and PowerPoint), database experience, and 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.
  • Ability to meet deadlines.


Classified Title: Sr. Administrative Coordinator
Working Title: Sr. Administrative Coordinator for Recruitments & Contracts
Role/Level/Range: ATO 37.5/03/OF
Starting Hourly Pay Rate Range: $20.02 - $27.51/ Commensurate with Experience
Employee group: Full Time
Schedule: Mon - Fri
Exempt Status: Non-Exempt
Location: 06-MD:School of Nursing
Department name: 10001255-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 Talent Acquisition Office at https://apptrkr.com/get_redirect.php?id=3017792&targetURL=
  • Bachelor's Degree.
  • Work in higher education field.
  • Contract generation and file management experience.


  • Special Knowledge, Skills, and Abilities:
    • Demonstrated computer proficiency in MS Office Suite (Word, Excel, and PowerPoint), database experience, and 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.
    • Ability to meet deadlines.


    Classified Title: Sr. Administrative Coordinator
    Working Title: Sr. Administrative Coordinator for Recruitments & Contracts
    Role/Level/Range: ATO 37.5/03/OF
    Starting Hourly Pay Rate Range: $20.02 - $27.51/ Commensurate with Experience
    Employee group: Full Time
    Schedule: Mon - Fri
    Exempt Status: Non-Exempt
    Location: 06-MD:School of Nursing
    Department name: 10001255-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 Talent Acquisition Office at https://apptrkr.com/get_redirect.php?id=3017792&targetURL=
    • Demonstrated computer proficiency in MS Office Suite (Word, Excel, and PowerPoint), database experience, and 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.
    • Ability to meet deadlines.


    Classified Title: Sr. Administrative Coordinator
    Working Title: Sr. Administrative Coordinator for Recruitments & Contracts
    Role/Level/Range: ATO 37.5/03/OF
    Starting Hourly Pay Rate Range: $20.02 - $27.51/ Commensurate with Experience
    Employee group: Full Time
    Schedule: Mon - Fri
    Exempt Status: Non-Exempt
    Location: 06-MD:School of Nursing
    Department name: 10001255-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 Talent Acquisition Office at [email protected]. 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. Requests for an exception must be submitted to the JHU vaccination registry. For additional information, applicants for SOM positions should visit https://www.hopkinsmedicine.org/coronavirus/covid-19-vaccine/ and all other JHU applicants should visit https://covidinfo.jhu.edu/health-safety/covid-vaccination-information/.

    The following additional provisions may apply, depending on campus. 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:
    https://www.eeoc.gov/sites/default/files/migrated_files/employers/poster_screen_reader_optimized.pdf

    To apply, visit https://jobs.jhu.edu/job/Baltimore-Sr_-Administrative-Coordinator-for-Recruitments-&-Contracts-MD-21205/875181900/








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