Administrative Coordinator

Location
Maryland, United States
Salary
Salary Not Specified
Posted
Feb 08, 2021
Employment Level
Administrative
Employment Type
Full Time

General Summary/Purpose

The Administrative Coordinator is a front-desk position and will provide administrative support to the WSE’s Office of the Dean. Responsibilities include greeting and directing visitors, calendaring, and assisting with special projects.

Specific Duties & Responsibilities

70% -Administrative Support for Assistant Dean for Marketing and Communications, Assistant Dean for Diversity and Inclusion, and Director of the Homewood Institutional Review Board

  • Maintain the calendars for the Assistant Dean for Marketing and Communications, the Assistant Dean for Diversity and Inclusion, and the Director for the Homewood Intuitional Review Board based on knowledge of goals and priorities
  • Schedule appointments and meetings with faculty, students, staff, and others across the University
  • Prepare agendas, minutes, presentations, and other meeting materials
  • Draft and prepare office communications for signature Create/maintain distribution lists and merchandise inventory
  • Update websites
  • Assist in the coordination of special events and meetings, including scheduling meeting rooms/venues and making travel arrangements for events such as Launch, Second Look, EHOP, E-Week, Convocation, Design Day and others as assigned
  • Provide additional administrative support for staff within the Marketing and Communications and the Homewood Intuitional (HIRB) offices
  • Provide back-up support to the Executive Assistant and the Administrative Coordinator to the Deans
  • Provide administrative support and scheduling for committees supervised by the Assistant Dean including Homewood Council on Inclusive Excellence and Diversity Champions'
  • Maintain and organize electronic and paper files
  • Prepare and process financial paperwork such as purchase orders, travel reimbursements, coded invoices and check requests
  • Regularly use University online financial systems (SAP) to initiate and complete transactions
  • Other duties as assigned
30% -- General Administrative Support

  • Greet and direct all guests entering the office
  • Answer and screen telephone calls, record messages with attention to detail, relay messages
  • Stock and maintain both the office supply room and kitchen
  • Sort and distribute mail requiring trips to campus weekly or as needed
  • Send out Courier mail (FedEx, UPS, etc.) Pick up and deliver materials as required
  • Maintain calendars and schedule appointments for shared meeting rooms
  • Assist with special event planning and coordination including meetings, orientation, commencement, seminars, etc. Includes ordering food, preparing materials, reserving rooms and working with vendors and I.T. for deliveries, set up, and audiovisual arrangements.
  • Other duties as assigned

Minimum Qualifications(Required)

High School Diploma/GED.

Three (3) years related experience.

Additional education may substitute for required experience, to the extent permitted by the JHU Equivalency Formula: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.

Preferred Qualifications

Some college preferred

Special Knowledge, Skills, and Abilities

  • Knowledge of the formal and informal JHU and WSE goals, standards, policies and procedures, including some knowledge of other departments within the School
  • High level of proficiency in computer skills including Microsoft Word, Excel, Outlook, PowerPoint, Photoshop, WordPress, and other software programs
  • Excellent written and verbal communication skills
  • Must be detail-oriented, well-organized and able to manage time effectively
  • Demonstrated ability to coordinate and prioritize multiple and/or overlapping assignments
  • Must have a demonstrated ability to maintain confidentiality of information.

Classified Title: Administrative Coordinator
Working Title: Administrative Coordinator ​​​​​
Role/Level/Range: ATO 37.5/02/OC
Starting Hourly Pay Rate Range:
Employee group: Full Time
Schedule: Monday - Friday, 8:30 a.m. to 5 p.m. / 37.50 hrs per week
Exempt Status: Non-Exempt
Location: 01-MD:Homewood Campus
Department name: 10001468-Office of the Dean
Personnel area: Whiting School of Engineering

The successful candidate(s) for this position will be subject to a pre-employment background check.

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 HR Business Services Office atjhurecruitment@jhu.edu. For TTY users, call via Maryland Relay or dial 711.

The following additional provisions may apply depending on which campus you will work. Your recruiter will advise accordingly.

During the Influenza ("the flu") season, as a condition of employment, The Johns Hopkins Institutions require all employees who provide ongoing services to patients or work in patient care or clinical care areas to have an annual influenza vaccination or possess an approved medical or religious exception. Failure to meet this requirement may result in termination of employment.

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.

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

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

Homewood Campus


The successful candidate(s) for this position will be subject to a pre-employment background check.

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 HR Business Services Office at jhurecruitment@jhu.edu. For TTY users, call via Maryland Relay or dial 711.

The following additional provisions may apply depending on which campus you will work. Your recruiter will advise accordingly.

During the Influenza ("the flu") season, as a condition of employment, The Johns Hopkins Institutions require all employees who provide ongoing services to patients or work in patient care or clinical care areas to have an annual influenza vaccination or possess an approved medical or religious exception. Failure to meet this requirement may result in termination of employment.

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.

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

EEO is the Law
Learn more:
https://www1.eeoc.gov/employers/upload/eeoc_self_print_poster.pdf
Important legal information
http://hrnt.jhu.edu/legal.cfm

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