Global Programs Coordinator (Baltimore, MD, United States, 21202) presso Johns Hopkins University

We are seeking a Global Programs Coordinator who will support the implementation of international learning courses and other departmental efforts. The role will work closely with the Associate Director to implement the portfolio of international travel courses along with supporting the administrative logistics of hosting international partners and involves managing multiple projects at once; addressing complex logistical needs; collecting and organizing student data; assisting with billing and other financial tasks; and managing student communication plans and inquiries.

This hybrid position is based in Baltimore (with an occasional presence in D.C.) and is expected to be on campus 2-3 days per week and be available to work occasional evening or weekend hours to accommodate program needs. 

Specific Duties & Responsibilities

• Plan, support, and organize daily activities of the office, unit, or program.
• Manage team or individual calendars, plan and schedule meetings, and coordinate associated logistics.
• Prepare meeting materials (e.g., draft agenda, collect relevant information) and provide staff support for meetings. Record and draft meeting minutes, monitor and follow-up on action items.
• Coordinate and provide various general office services, e.g., payroll, purchasing, records control, office moves/renovations, repairs and maintenance.
• May serve as the liaison or contact with internal and external service providers.
• Identify and resolve administrative problems and issues.
• Analyze operating practices, processes and procedures (e.g., record keeping systems, forms control, office layout, workflow requirements).
• Develop and recommend administrative processes/procedures to assure efficiency in general office operations; interpret and communicate operating policies
• Develop and compile reports.
• Assist with the preparation of presentations.
• Assist with planning special events/functions, including workshops, conferences, etc.
• Perform non-routine and confidential administrative functions, as needed.
• Coordinate work assignments of students and/or temporary office support, as needed.
• Coordinate preparation, set up and logistics for events/functions.
• Assist with basic financial tasks, e.g. expense reports, invoices, reimbursements.
• Other duties as assigned.

In addition to the duties described above the coordinator will

• Monitor changes to course rosters and support manual billing process related to student residency fees and tuition for global immersion courses.
• Process documentation needed for student travel visas.
• Monitor the general email inbox and respond to student inquiries.
• Organize student data (including confidential information).
• Support maintenance and improvements to the Global Immersion Resource Hub (Canvas), including Creating and posting resources for each immersion; drafting and posting announcements; and responding to student questions.
• Knowledge of international visa processes.

• Professional demeanor and cultural competency.

• Ability to improve workflows and streamline processes.

On call or non-standard work hour requirements

• Occasional evening and/or weekend hours may be required to support with student information sessions.

• High school diploma or graduation equivalent.
• Two years of related experience.
• Additional education may substitute for required experience, and additional related experience may substitute for required education beyond a high school diploma/graduation equivalent, to the extent permitted by the JHU equivalency formula.

• 2 years of experience in international travel logistics

Technical Qualifications & Specialized Certifications:

• Highly proficient with Microsoft Office programs including Outlook, Word, Excel and PowerPoint.

Technical Skills & Expected Level of Proficiency:

• Calendar Management: Intermediate
• Electronic Office Tools: Intermediate
• Event Coordination: Intermediate
• Financial Administration: Intermediate
• Meeting Coordination: Intermediate
• Office Procedures: Intermediate
• Oral and Written Communications: Intermediate
• Organizational Skills: Intermediate
• Report Writing: Intermediate

Classified Title: Administrative Coordinator 
Job Posting Title (Working Title): Global Programs Coordinator   
Role/Level/Range: ATO 37.5/02/OE  
Starting Salary Range: $18.20 - $33.90 HRLY ($52,000 targeted; Commensurate w/exp.) 
Employee group: Full Time 
Schedule: Monday through Friday with occasional weekends and evenings 
FLSA Status: Non-Exempt 
Location: Hybrid/JH at Harbor East  
Department name: Experiential Learning   
Personnel area: Carey Business School