Administrative Coordinator

2 weeks ago

Baltimore, United States Johns Hopkins University Full time

Since 2016, the Saul Zaentz Innovation Fund (SZIF) has given voice to those who have been denied filmmaking opportunities. The Fund has emboldened diverse filmmakers to write, design, produce, and distribute a wide array of visual content, from narrative film to immersive media. The fund is a force for equality and diversity in the film industry, a voice for facts, and an equal playing field for the underrepresented.


We are seeking anAdministrative Coordinatorwho is an integral part of fulfilling this mission. In collaboration with the SZIF director, this role is responsible for the planning and execution of up to four weekend-long filmmaking labs per year, and on-going follow-up with grant winning fellows.


Specific Duties & Responsibilities


Administrative Support (30%)

  • Collaborate with administrative staff of the Film Centre.
  • Manage Director‘s and department calendar‘s /including schedule appointments and develop recurring meeting schedules.
  • Prepare e-mail correspondence for review and distribution.
  • Manage and deliver information of a sensitive and confidential nature.
  • Coordinate travel arrangements.
  • Answer telephone inquiries.
  • Other duties as assigned.


Financial Administration (30%)

  • Initiate vendor onboarding and independent contractor contracts.
  • Reconcile and process complicated travel expenses and credit card charges.
  • Process expense reimbursements, invoices, cash deposits, honoraria and payments.
  • Ensure that expenses are properly documented, allocated, recorded and filed.
  • Reconcile budget reports.
  • Maintain financial records


Project Support (20%)

  • Provide special project support to the Saul Zaentz Innovation Fund and back-up support to the Film Centre administrative support team.
  • Keeps social media accounts active and engaging
  • Prepares flyers and invitations for events.
  • Other duties as assigned.


Event Planning (20%)

  • Special event planning and coordination,
    • Determine the best dates for labs.
    • Develop invitations.
    • Working with caterers to determine menus and logistics.
    • Monitor invitation responses.
    • Coordinate schedules, room availability, av equipment and support.
    • Hire outside vendors if necessary for event support including photographers, servers, etc.
    • Make necessary travel and hotel accommodations.
  • Other duties as assigned.


Special Knowledge, Skills, & Abilities

  • Must be well-organized and have good time management skills.
  • Excellent written and verbal communication and interpersonal skills.
  • Ability to multi-task in a fast-paced environment.
  • Ability to remain focused while dealing with constant interruptions.
  • Excellent customer service skills.
  • Ability to work independently and use discretion and sound judgment in independent decision-making.
  • Ability to maintain confidentiality and demonstrate professionalism.


Level of Independent Decision Making

  • 100% with instructions from my supervisor.


Technical Qualifications or Specialized Certifications

  • Proficiency with standard office equipment and computer software including Microsoft Office Suite. SAP finance/procurement skills preferred.
  • Proficiency with Mac IOS and Adobe Suite strongly preferred.
  • Knowledge of various social media platforms.
  • Ability to work evenings and weekends (including Sunday) for special events.


Minimum Qualifications
  • 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.


Preferred Qualifications
  • Bachelor‘s or Associate‘s Degree.
  • Experience in higher education or an executive level office.

Classified Title: Administrative Coordinator
Job Posting Title (Working Title):Saul Zaentz Innovation Fund Administrative Coordinator
Role/Level/Range: ATO 37.5/02/OE
Starting Salary Range: $18.20 - $33.90 HRLY (Commensurate with experience)
Employee group: Full Time
Schedule: Monday-Friday / 8:30-5:00
Exempt Status:Non-Exempt
Location:Homewood Campus
Department name: Film and Media Studies
Personnel area: School of Arts & Sciences

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