Career Center

The newly established AI-X Foundry at the Johns Hopkins University (JHU) invites applications for a Senior Administrative Coordinator who will provide high-level, complex administrative support to the AI-X Foundry, and direct administrative support to the AI-X Foundry Executive Director and Deputy Executive Director and the Institute's Research Directors (currently four, but anticipated growth may increase that number). The AI-X Foundry is a university-based organization with an ambitious global vision: the intentional collaboration of human and artificial intelligence (AI), with AI learning from humans and humans learning from AI, bringing their complementary strengths together toward the goal of understanding and improving the human condition. The AI-X Foundry provides a physical and intellectual home for world-class scholars from all disciplines and backgrounds working in artificial intelligence (AI) and its applications. Building on a strong ethical foundation for AI, the AI-X Foundry leverages the deep expertise of its researchers and collaborations with external partners to accomplish its goals. AI-X Foundry activities focus on the foundations of AI and the application domains of Health & Medicine, Safety & Assurance, and Discovery & Inquiry. Additional information on the AI-X Foundry is located at: https://ai.jhu.edu

The selected candidate must maintain a high degree of professionalism and confidentiality, be comfortable taking initiative and exercising independent judgment to resolve issues. Must be able to work in a demanding, fast-paced collaborative work environment as part of an exciting support team committed to excellence and customer service. This position will report directly to the AI-X Foundry Program Manager.

Specific Duties & Responsibilities

• Provide comprehensive administrative and project support to the AI-X Foundry to the Program Manager, Administrator, and Research Directors.
• Perform the duties and responsibilities of an Administrative Coordinator. Scheduling and calendaring responsibilities tend to be complicated and highly involved.
• Identify and resolve administrative problems and issues. Analyze operating practices, processes, and procedures (e.g., record-keeping systems, forms control, office layout, personnel requirements).
• Develop and recommend administrative processes/procedures to assure efficiency in general office operations. Interpret and communicate operating policies.
• Assist with planning special events/ functions, including workshops, and conferences. Coordinate preparation, set up and logistics for these events/ functions.
• Provide administrative support and perform general office management duties necessary in the efficient operation of an office or program. Responsibilities require significant collaboration and coordination with others.
• Coordinate and assist with special projects, office activities, and committee meetings, both in-person, online, and hybrid, as requested. Provide support for scheduling meetings and organizing special projects to the broader AI-X Foundry management team.
• Prepare and distribute communications to the AI-X Foundry regarding important notices.
• Independently develop and manage complex and key administrative projects, which includes providing coordinator and assistance, with internships and visiting students/professionals, including scheduling visits, coordinating availability, processing of applications, and other support, as needed.
• Draft and prepare for signature, office communications as well as proofread and edit confidential and sensitive information.
• Prepare meeting materials (e.g., draft agenda, collect relevant information) and staff high-level meetings. Record and draft minutes. Monitor and follow up on action items.
• Arrange and coordinate travel for faculty members and other staff within AI-X Foundry as requested. Prepare, submit, and track travel reimbursement materials.
• Coordinate and provide various general office services, e.g., payroll, purchasing, records control, office moves/renovations, repairs and maintenance.
• Support AI-X Foundry operations such as processing procurement activities via SAP Shopping cart, JHU P-Card and electronic check request
• Administer the department/unit's budget, including monitoring and tracking expenses, budget reconciliation, resolving issues, and assisting with developing budget projections, collecting information for budget development. Ensure accuracy and compliance with approved budget.
• Reconcile, process, and allocate transactions for procurement card purchases and approve allocations for others.
• Develop and compile reports. May assist with preparation of presentations.
• Assist in defining and documenting standard office policies and processes for AI-X Foundry.
• Other duties and projects as assigned.

Special Knowledge, Skills, & Abilities

• Demonstrate ability to work independently and as part of a team.
• Excellent organizational skills, analytical and problem-solving abilities, and attention to detail.
• Ability to work for long periods of time without direction, prioritize own work, and work with flexibility on several tasks simultaneously in order to meet various concurrent deadlines.
• Excellent computer literacy skills (Excel, Access, Word, PowerPoint) and ability to learn new software.
• Excellent writing and verbal communication skills; also, with exceptional attention to detail.
• Strong interpersonal skills and ability to work as part of a team.
• Ability to work in a dynamic, fast-paced environment and respond quickly to changing priorities.
• Applicants for this position may be required to complete skills assessments appropriate to the position description.

• High School Diploma or graduation equivalent.
• Five years 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.

• Bachelor's Degree.
  

Classified Title: Sr. Administrative Coordinator 
Job Posting Title (Working Title): Senior Administrative Coordinator   
Role/Level/Range: ATO 37.5/03/OF  
Starting Salary Range: Min $21.00 - Max $36.50 HRLY ($50,000 targeted; Commensurate with experience) 
Employee group: Full Time 
Schedule: M-F/37.5 
Exempt Status: Non-Exempt 
Location: Hybrid/Homewood Campus 
Department name: ​​​​​​​AI-X  
Personnel area: Whiting School of Engineering 

Total Rewards
The referenced salary range is based on Johns Hopkins University's good faith belief at the time of posting. Actual compensation may vary based on factors such as geographic location, work experience, market conditions, education/training and skill level. Johns Hopkins offers a total rewards package that supports our employees' health, life, career and retirement. More information can be found here: https://hr.jhu.edu/benefits-worklife/

Please refer to the job description above to see which forms of equivalency are permitted for this position. If permitted, equivalencies will follow these guidelines:
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 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.

**Applicants who do not meet the posted requirements but are completing their final academic semester/quarter will be considered eligible for employment and may be asked to provide additional information confirming their academic completion date.

The successful candidate(s) for this position will be subject to a pre-employment background check. Johns Hopkins is committed to hiring individuals with a justice-involved background, consistent with applicable policies and current practice. A prior criminal history does not automatically preclude candidates from employment at Johns Hopkins University. In accordance with applicable law, the university will review, on an individual basis, the date of a candidate's conviction, the nature of the conviction and how the conviction relates to an essential job-related qualification or function.

The Johns Hopkins University values diversity, equity and inclusion and advances these through our key strategic framework, the JHU Roadmap on Diversity and Inclusion.

Equal Opportunity Employer

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.

EEO is the Law
Learn more:
https://www.eeoc.gov/sites/default/files/migrated_files/employers/poster_screen_reader_optimized.pdf

Accommodation Information

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 jhurecruitment@jhu.edu. For TTY users, call via Maryland Relay or dial 711. For more information about workplace accommodations or accessibility at Johns Hopkins University, please visit accessibility.jhu.edu.

Johns Hopkins has mandated COVID-19 and influenza vaccines, as applicable. The COVID-19 vaccine does not apply to positions located in the State of Florida. 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.

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

About Johns Hopkins University

Johns Hopkins University remains committed to its founding principle, that education for all students should be grounded in exploration and discovery. Hopkins students are challenged not just to learn but also to advance learning itself. Critical thinking, problem solving, creativity, and entrepreneurship are all encouraged and nourished in this unique educational environment. After more than 130 years, Johns Hopkins remains a world leader in both teaching and research. Faculty members and their research colleagues at the university's Applied Physics Laboratory have each year since 1979 won Johns Hopkins more federal research and development funding than any other university. The university has nine academic divisions and campuses throughout the Baltimore-Washington area. The Krieger School of Arts and Sciences, the Whiting School of Engineering, the School of Education and the Carey Business School are based at the Homewood campus in northern Baltimore. The schools of Medicine, Public Health, and Nursing share a campus in east Baltimore with The Johns Hopkins Hospital. The Peabody Institute, a leading professional school of music, is located on Mount Vernon Place in downtown Bal...timore. The Paul H. Nitze School of Advanced International Studies is located in Washington's Dupont Circle area.

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