Administrative Coordinator

General Summary/Purpose

The Administrative Coordinator provides administrative and event support for the Department of Computer Science, the JHU Information Security Institute, and other affiliated groups. The ideal candidate for this position must possess a high degree of professionalism and confidentiality, be able to work in a demanding, fast-paced, and collaborative work environment, as part of a support team committed to excellence and customer service, must be able to identify and resolve administrative problems and issues, and be comfortable taking initiative and exercising independent judgment to resolve issues. This position requires the ability to apply a high level of interpersonal skills to effectively execute the various job responsibilities. This position will regularly deal with sensitive and confidential information and must exercise proficiency and discretion.

Specific Duties & Responsibilities

Administrative

• Serve as the first point of contact for all visitors and correspondents (in person, telephone calls, electronic, etc.) Greet and assist all parties doing business with the department as well as provide assistance to students and faculty.
• Manage the primary department telephone line, retrieve and relay messages to appropriate parties.

• Receive and distribute mail and packages that are delivered to the office.
• Manage the distribution and tracking of keys, swipe-card access, and parking passes.
• Serve as a general resource for all direct inquiries from a variety of constituents including faculty, students, board members, donors, visitors, prospective faculty, and prospective students, providing information on department policies, procedures and related activities.
• Coordinate service requests, i.e. for facilities, maintenance, housekeeping, telecommunications, etc. for faculty, staff, and student offices and labs. Follow up on requests to ensure completion.
• Provide scheduling support to department chair as needed.
• Provide office support to faculty, staff, and students including photocopier/printer issues and mail and package delivery questions.
• Assist with departmental onboarding of new faculty, researchers, and staff. Maintain checklist for each new employee ensuring all points are covered during the first day and week of their employment.
• Maintain electronic files and record keeping systems related to financial transactions and other department related data.
• In conjunction with the department Administrator, review existing procedures, offer and discuss possible improvements and revise existing procedures to improve efficiency and workflow.
• Other duties and projects as assigned.

Scheduling/Event Planning

• Maintain electronic requests and scheduling for conference rooms in Malone Hall. Respond to requests for spaces in a timely manner and resolve scheduling conflicts.
• Coordinate all aspects of guest lecturer visits including communicating details to invited speakers, reserving hotel rooms, making lunch and/or dinner reservations, ordering refreshments, coordinating schedule of meetings with faculty, updating the online seminar speaker calendar, CS website, and advertising departmental seminars to various email lists.
• Assist in the scheduling and execution of monthly faculty meetings. This will include scheduling meeting space, ordering food, set up and clean, and set up of video conferencing equipment.
• Coordinate, or assist with coordination of, and execute all aspects of various department, institute, and faculty related events including recruiting and orientation events, commencement reception, alumni events, student events, faculty conferences and workshops, faculty candidate visits, and the Masson and Krasnopoler lecture series. This may include, but is not limited to, room scheduling, food ordering, facilities requests for tables and custodial support, set up and clean up. Manage related costs and ensure prompt processing of payments to vendors as needed.

Financial

• Using SAP Shopping cart or university pcard, order and maintain standard office supplies for the department.
• Using SAP Shopping cart or university pcard, order and maintain supplies for 2nd floor kitchen and coffee service including weekly milk delivery and other coffee supplies.
• Assist as needed with the collection and tracking of course assistant paperwork at the beginning of each semester.
• Maintain electronic files and record keeping systems related to financial transactions and other department related data.
• Maintain knowledge of University, WSE, and departmental policies and procedures for Purchasing, Accounts Payables and other Administrative areas and ensure purchases and reimbursements are appropriate to the established policies.
• May assist finance team with processing of check requests, reimbursements, and other purchases in times of high volume or being short staffed.

Minimum Qualifications (Required):

• High School Diploma/GED.
• Three (3) years related experience.