Administrative Coordinator

Founded in 1979, the Johns Hopkins Center for Talented Youth (CTY) is a center for innovation dedicated to advancing the field of gifted education through research on testing, programs, and other supports for advanced learners. On the premise that advanced learners come from every community and every demographic, we aim to understand and inform how these students need to be nurtured to achieve their full potential as learners and global citizens. CTY also runs in-person and online academic programs for bright learners in order to cultivate a community of advanced learners and connect students in and outside the classroom.

We are seeking an Administrative Coordinator to work with CTY HR on tasks related to sourcing and onboarding program staff and to provide general administrative support to the Academic Programs Unit. The position requires a mission-driven problem-solver who can thrive in CTY's diverse, collaborative, fast-paced, and results-driven work environment. We value innovation, creativity, integrity, and a shared commitment to the bright young people we serve. In return, we offer employees the opportunity to be part of the Johns Hopkins community and to take advantage of our generous benefits package, which includes affordable health-care options and tuition assistance for full-time employees and their families.

Specific Duties & Responsibilities

• Communicates with candidates, staff, and external partners, regarding frequently asked questions pertaining to the hiring and onboarding processes.

• Completes high-volume sourcing tasks as assigned, conducts internet research as directed to secure email addresses for potential candidates, and compiles addresses into spreadsheets for use by recruiters and hiring managers.

• Utilizes HRIS systems and other digital platforms to perform steps related to the application, hiring, and onboarding processes to ensure that candidates and hires move through each process in a timely manner.
• Regularly runs reports to track the completion of hiring, onboarding, and compliance steps.
• Sends onboarding communications as staff are hired.
• Tracks staff progress through the onboarding process, following up with staff as needed to ensure timely completion of required onboarding activities.
• Provides timely, effective troubleshooting and support to hires.
• Assists with compliance reporting, provide reports, and follows up with staff on outstanding documents.
• Audits completion of documents received.
• Assists with a high volume of paychecks, sort and mail shipments.
• Assists with reviewing an assigned set of data.
• Completes and submits employee and non-employee travel reimbursements.
• Assists with managing departmental records and tracking data/materials, both digital and print files.
• Provides administrative support to Academic Programs unit on operations and logistics, including scheduling, procurement and shipping items to program locations.
• Performs other duties as assigned.

Degree of independent action performed on the job

• Moderately Supervised (overall objectives are given, supervisor and incumbent collaborate, moderate level of autonomy).

Internal and external contacts required as part of the job

• Internal: Regular contact with department staff (Program Managers, Assistant Program Managers a Student Support Administrator, a Site Logistics Administrator, a Disabilities Services Administrator, and a Senior Director); regular contact with CTY HR, Finance, and Enrollment Services departments.
• External: Regular contact with parents and summer staff candidates and hires (undergraduate students, graduate students, college and university faculty, public and private school teachers, and working professionals from around the world). Regular contact with parents of enrolled students and to a lesser degree of prospective students. Occasional contact with school officials.

Specific Physical Requirements

• Ability to access and transmit information using a computer; dexterity of hands to operate a computer keyboard, mouse pad and other office machinery.
• The incumbent will be required to communicate regularly via telephone, email, and possibly face to face with internal and external audiences and must be able to exchange accurate and timely information in these settings.
• Ability to pack items into boxes and prepare the boxes for shipping.

Additional Information

• Hybrid work schedule that varies seasonally: during peak times (June-September), there may be weeks that the incumbent will be required to work at CTY headquarters as often as daily, to handle time-sensitive logistical tasks involving physical items (e.g. packing and mailing materials to sites, unpacking and storing returned materials, creating ID badges, etc.)
• The successful candidate(s) for this position will be subject to a pre-employment background check.
• All employees participating in or serving children in university programs must participate in mandatory Child Abuse Prevention online training on the appropriate conduct around. children, protecting children from abuse and neglect, and reporting of known or suspected child abuse and neglect.
• Duties and responsibilities are subject to change with or without notice.

• 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.

• Experience with Microsoft 365.
• Experience with Success Factors and Concur.
• Experience with Salesforce.
• Experience with Fresh Desk.

Classified Title: Administrative Coordinator
Role/Level/Range: ATO 37.5/02/OE
Starting Salary Range: $18.20 - $33.90 HRLY ($50,000 targeted; Commensurate with experience)
Employee group: Full Time
Schedule: M-F, 8:30-5:00
Exempt Status:Non-Exempt
Location:Hybrid/Mount Washington Campus
Department name: Center for Talented Youth
Personnel area: Academic and Business Centers