Administrative Coordinator

Company:

Johns Hopkins University

Location:

Washington, DC

The Center for Transatlantic Relations at the Johns Hopkins University Paul H. Nitze School of Advanced International Studies (SAIS) is seeking an Administrative Coordinator. Reporting to the Director of the Center for Transatlantic Relations, the Administrative Coordinator is responsible for coordinating, administering and managing the administrative activities and overseeing and coordinating all events for the center and office. In addition, the AC will maintain the financial accounts for the Center's research programs. The position is also responsible for providing a link between faculty, students, administrative personnel and outside resources.

A Masters in International Relations is preferred and a Bachelors degree is required. At least two to three years in general office management and administrative functions along with knowledge of and/or experience in international affairs and the workings of educational institutions is preferred. A good working knowledge of at least one European language is also preferred. You must possess strong written and verbal communications and organizational skills and be able to work independently in a dynamic environment, meet deadlines, multitask, prioritize projects, and interact effectively with individuals at all levels and from diverse cultures. Your computer literacy should include MicroSoft Office suite of software, SAP and experience in web design and data management maintenance is required. You are expected to have the aptitude to acquire skills as they become necessary.

The Paul H. Nitze School of Advanced International Studies (SAIS) is a leading graduate school of international affairs, educating students for professional careers in government, business, journalism, international organizations, academia and nonprofits. SAIS enrolls about 600 full-time students in Washington, D.C., primarily in the school's two-year Master of Arts program. Approximately 40 percent of the students are non-U.S. citizens coming from more than 70 countries. It has three campuses, Washington, D.C. (the main campus), Bologna, Italy and Nanjing, China. The Center for Transatlantic Relations is a major policy-oriented research center at the School. The Johns Hopkins University is an Affirmative Action, Equal Opportunity Employer. Minorities and women are encouraged to apply. To learn more about SAIS, visit www.sais-jhu.edu.

TO APPLY

A letter of application, a curriculum vitae, and names of three references should be submitted electronically to: zbristo1@jhu.edu or mailed to Office of Human Resources, School of Advanced International Studies, The Johns Hopkins University, 1740 Massachusetts Avenue, NW, Suite 303, Washington, D.C. (electronic submissions preferred). Applications should be submitted by October 15, 2011; applications will be considered on a rolling basis until the position is filled. Salary is commensurate with qualifications.

OUTLINE OF RESPONSIBILITIES
Financial:

Work with Director and fellows as requested on proposed project budgets
Liaise with donors and SAIS business office to ensure all agreement documentation is received, in order, and signed to set-up new accounts
Manage all incoming funds: send invoices or complete donor or reimbursement forms, ensure allocation to correct accounts
Initiate vendor and contractor set-up
Process all payments, using SAP, from appropriate accounts and in accordance with donor and University rules, including invoices, travel reimbursements, purchase orders, foreign currency wires, independent contractors
Track revenues, expenses, grant requirements and deadlines
Work with business office to appropriately allocate staff salary/benefits expenses, and stipends, across grant & gift accounts
Make recommendations for account overages & shortfalls
Reconcile accounts to identify and rectify any misallocated expenses
Create final financial reports for donors according to grant guidelines
Communicate with donors on outstanding questions, and provide further documentation, following report submission

Events:

Maintain and update contact database
Maintain CTR calendar of events
Coordinate with Program Coordinator on speaker invitations and travel arrangements (hotel, airfare)
Coordinate with various stakeholders on event budgets, logistics, security, walk-throughs
Reserve conference rooms, or research and reserve space at restaurants, outside locations
Design event invitations
Send invitations, post them on website
Manage RSVPs
Request event set-up, A/V, publicity on SAIS website, immediately using Sharepoint and update as needed as event nears
Coordinate with research assistants to draft bios or other handouts
Produce speaker welcome packets
Order catering, linen and/or table rental, photography, translation equipment
Arrange teleconferencing and videoconferencing tests
Manage day-of logistics including copying, check-in, set-up, Powerpoints, speaker arrangements, mics, catering, etc.

Publications:

Order ISBNs and track them
Coordinate with various parties to ensure production and delivery schedule
Provide copy editing assistance as requested
Liaise with Brookings on catalog and web requirements
Notify Brookings when publication is printed and verify accuracy of web listing
Ensure Brookings and CTR have stock of books: provide Brookings bookstore and warehouse with copies upon publication, order CTR office copies from warehouse when stock gets low, etc.

Website:

Design ‘current news' slides
Update CTR website and create new pages (ACES, news/articles, events, bios for new fellows, etc.)

General Office:

Order supplies online, using SAP, at Office Depot
Advertise and respond to inquiries for new research assistants, fellows, etc and work with Program Coordinator to manage their onboarding process
Arrange for courier service and Fed Ex; retrieve mail daily from 7th floor mailroom; contact old fellows about incoming mail
Coordinate semester meetings with ACES contacts, take meeting minutes, and distribute them afterwards
Order business cards and letterhead/envelopes
Provide computer troubleshooting help, open tickets for computer or office problems
Greet guests, answer phone, etc.

SOURCE: PUBLIC AFFAIRS COUNCIL 09/28/11


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	Company: Johns Hopkins University Location: Washington, DC The Center for Transatlantic Relations at the Johns Hopkins University Paul H. Nitze School of Advanced International Studies (SAIS) is seeking an Administrative Coordinator. Reporting to the Director of the Center for Transatlantic Relations, the Administrative Coordinator is responsible for coordinating, administering and managing the administrative activities and overseeing and coordinating all events for the center and office. In addition, the AC will maintain the financial accounts for the Center's research programs. The position is also responsible for providing a link between faculty, students, administrative personnel and outside resources. A Masters in International Relations is preferred and a Bachelors degree is required. At least two to three years in general office management and administrative functions along with knowledge of and/or experience in international affairs and the workings of educational institutions is preferred. A good working knowledge of at least one European language is also preferred. You must possess strong written and verbal communications and organizational skills and be able to work independently in a dynamic environment, meet deadlines, multitask, prioritize projects, and interact effectively with individuals at all levels and from diverse cultures. Your computer literacy should include MicroSoft Office suite of software, SAP and experience in web design and data management maintenance is required. You are expected to have the aptitude to acquire skills as they become necessary. The Paul H. Nitze School of Advanced International Studies (SAIS) is a leading graduate school of international affairs, educating students for professional careers in government, business, journalism, international organizations, academia and nonprofits. SAIS enrolls about 600 full-time students in Washington, D.C., primarily in the school's two-year Master of Arts program. Approximately 40 percent of the students are non-U.S. citizens coming from more than 70 countries. It has three campuses, Washington, D.C. (the main campus), Bologna, Italy and Nanjing, China. The Center for Transatlantic Relations is a major policy-oriented research center at the School. The Johns Hopkins University is an Affirmative Action, Equal Opportunity Employer. Minorities and women are encouraged to apply. To learn more about SAIS, visit www.sais-jhu.edu. TO APPLY A letter of application, a curriculum vitae, and names of three references should be submitted electronically to: zbristo1@jhu.edu or mailed to Office of Human Resources, School of Advanced International Studies, The Johns Hopkins University, 1740 Massachusetts Avenue, NW, Suite 303, Washington, D.C. (electronic submissions preferred). Applications should be submitted by October 15, 2011; applications will be considered on a rolling basis until the position is filled. Salary is commensurate with qualifications. OUTLINE OF RESPONSIBILITIES Financial: Work with Director and fellows as requested on proposed project budgets Liaise with donors and SAIS business office to ensure all agreement documentation is received, in order, and signed to set-up new accounts Manage all incoming funds: send invoices or complete donor or reimbursement forms, ensure allocation to correct accounts Initiate vendor and contractor set-up Process all payments, using SAP, from appropriate accounts and in accordance with donor and University rules, including invoices, travel reimbursements, purchase orders, foreign currency wires, independent contractors Track revenues, expenses, grant requirements and deadlines Work with business office to appropriately allocate staff salary/benefits expenses, and stipends, across grant & gift accounts Make recommendations for account overages & shortfalls Reconcile accounts to identify and rectify any misallocated expenses Create final financial reports for donors according to grant guidelines Communicate with donors on outstanding questions, and provide further documentation, following report submission Events: Maintain and update contact database Maintain CTR calendar of events Coordinate with Program Coordinator on speaker invitations and travel arrangements (hotel, airfare) Coordinate with various stakeholders on event budgets, logistics, security, walk-throughs Reserve conference rooms, or research and reserve space at restaurants, outside locations Design event invitations Send invitations, post them on website Manage RSVPs Request event set-up, A/V, publicity on SAIS website, immediately using Sharepoint and update as needed as event nears Coordinate with research assistants to draft bios or other handouts Produce speaker welcome packets Order catering, linen and/or table rental, photography, translation equipment Arrange teleconferencing and videoconferencing tests Manage day-of logistics including copying, check-in, set-up, Powerpoints, speaker arrangements, mics, catering, etc. Publications: Order ISBNs and track them Coordinate with various parties to ensure production and delivery schedule Provide copy editing assistance as requested Liaise with Brookings on catalog and web requirements Notify Brookings when publication is printed and verify accuracy of web listing Ensure Brookings and CTR have stock of books: provide Brookings bookstore and warehouse with copies upon publication, order CTR office copies from warehouse when stock gets low, etc. Website: Design ‘current news' slides Update CTR website and create new pages (ACES, news/articles, events, bios for new fellows, etc.) General Office: Order supplies online, using SAP, at Office Depot Advertise and respond to inquiries for new research assistants, fellows, etc and work with Program Coordinator to manage their onboarding process Arrange for courier service and Fed Ex; retrieve mail daily from 7th floor mailroom; contact old fellows about incoming mail Coordinate semester meetings with ACES contacts, take meeting minutes, and distribute them afterwards Order business cards and letterhead/envelopes Provide computer troubleshooting help, open tickets for computer or office problems Greet guests, answer phone, etc. SOURCE: PUBLIC AFFAIRS COUNCIL 09/28/11	Newest Members EZCORP Inc. 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