Administrative Coordinator
- Employer
- Johns Hopkins University
- Location
- Maryland, United States
- Salary
- Salary Not Specified
- Date posted
- Apr 30, 2021
View more
- Position Type
- Administrative, Business & Administrative Affairs, Business & Administrative Support
- Employment Level
- Administrative
- Employment Type
- Full Time
The Administrative Coordinator will provide administrative office support to the Office of Online Education (OOE), the Office of Assessment and Evaluation (OAE), and the Office of Information Technology (OIT). The amount of support should equal approximately 45% each for OOE and OAE, and 10% for OIT.
The position will interact with a variety of School of Medicine faculty, staff and students, as well as external stakeholders. The environment is fast-paced and collaborative, and requires the ability to manage competing priorities in a timely manner.
The Administrative Coordinator is an important member of the offices they support, and will work closely with a number of stakeholders, including staff from the three offices, staff and faculty from throughout the Johns Hopkins University School of Medicine and the Johns Hopkins enterprise, learners, and vendors.
The Administrative Coordinator reports jointly to the OOE Administrative Program Coordinator and the Director of OAE, with dotted line responsibility to the Director of OIT. Oversight of individual responsibilities and tasks may reside with the team member who made the assignment.
Specific Duties & Responsibilities
-
Provide administrative
support to the directors and staff of OOE, OAE, and OIT, to include
managing calendars; scheduling regular and ad hoc meetings;
organizing and maintaining paper and electronic filing; preparing
materials for meetings; arranging travel; arranging conference
registrations; etc.
-
Support OOE, OAE, and
OIT projects such as, for example, running reports from various
systems, preparing/formatting powerpoints, and building Excel
spreadsheet documents
Arrange meetings with
vendors
Take minutes during
meetings as requested
Arrange events as
requested, to include securing physical or videoconferencing
(currently Zoom and Microsoft Teams) location, ordering food,
issuing invitations and tracking participation, arranging for AV or
other support, etc.
Support live
videoconferencing events, including hosting, recording, managing
breakout and waiting rooms, monitoring chat,
etc.
Submit accounting
transactions (such as A/R invoices, expense reimbursements, online
check requests, non-payroll cost transfers, etc.) using the JHUSOM
accounting system (currently SAP)
Reconcile monthly
revenues and expense statements from SAP or other JHU accounting
system with financial transactions submitted
In coordination with the
Directors of OOE and OAE and the OOE’s Administrative Program
Coordinator, develop vendor contracts and purchase orders as needed
and shepherd through the procurement system
Oversee office supplies
including inventory and ordering
For OOE and OAE, use
Procurement Card for purchasing in accordance with university
policies, and reconcile Procurement Card
statements
Serve as receptionist
for OOE, greeting clients, answering phones, maintaining reception
and conference space, etc.
Other duties of similar
nature as assigned
- Experience with SAP preferred
- Experience providing complex administrative support to multiple individuals.
Proficiency with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
- Excellent written and oral communication skills
- Experience using videoconferencing systems (such as Zoom, Microsoft Teams, etc.)
- Strong attention to details
- Superior organizational skills
- Excellent time management skills
- Excellent interpersonal skills and ability to work positively and collaboratively with a wide range of individuals, including students, senior executives, faculty, IT staff, etc.
- Demonstrated ability to maintain the highest levels of professionalism with all stakeholders.
Classified Title:
Administrative Coordinator
Working Title: Administrative Coordinator
Role/Level/Range: ATO 40/E/02/OE
Starting Hourly Pay Rate Range:$17.42 - $23.95/
Commensurate with Experience
Employee group: Full Time
Schedule: Monday - Friday, 8:30am-5pm/ 40 hrs per
week
Exempt Status: Non-Exempt
Location:04-MD:School of Medicine Campus
Department name: 10003320-SOM Admin Registrar General Admin
Personnel area: School of Medicine
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
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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