Administrative Coordinator

Location
Maryland, United States
Salary
Salary Not Specified
Posted
Jun 11, 2021
Employment Level
Administrative
Employment Type
Full Time

General summary/purpose:

The Administrative Coordinator will provide administrative support for the Yuille Lab and the Business Office in the Whiting School of Engineering. The ideal candidate for this position must possess a high degree of professionalism and confidentiality, and 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. They 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 may deal with sensitive and confidential information and must exercise proficiency and discretion.

Specific duties & responsibilities:

Administrative

  • Prepare and edit director correspondence including recommendation letters for students and postdoc fellows.
  • Maintain and update Current and Pending Support and Biosketch in various sponsor formats & systems for lab director
  • Prepare appointment requests for students, postdocs and faculty
  • Assist with onboarding of new researchers and students in the lab.
  • Receive and distribute mail and packages that are delivered.
  • 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, visitors, and prospective students, providing information on 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 calendaring support for the lab director.
  • Make travel reservations for the lab director.
  • Provide office support to faculty, staff and students including photocopier/printer issues and mail and package delivery questions.
  • Assist with onboarding of new faculty, researchers, and staff.
  • Maintain electronic files and record keeping systems related to financial transactions and other lab-related data.
  • Other duties and projects as assigned.

Financial

  • Using SAP Shopping cart or university Pcard, order and maintain supplies
  • Process check requests and reimbursements
  • Reconcile budget reports
  • Assist in developing budgets for sponsored proposal applications
  • Develop spreadsheets to track expenses and purchases.
  • Assist students in learning Concur for travel reimbursement submissions
  • Maintain electronic files and record keeping systems related to financial transactions and other related data.
  • Maintain knowledge of University, WSE, and departmental policies and procedures for Purchasing, Accounts Payable and other administrative areas and ensure purchases and reimbursements are appropriate to the established policies.

Scheduling/Event Planning

  • Coordinate and execute all aspects of various events. This may include, but is not limited to, room scheduling, food ordering, facilities requests for tables, A/V and custodial support, set up and clean up. Manage related costs and ensure prompt processing of payments to vendors as needed.

Minimum qualifications (mandatory):

  • 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:30 undergraduate degree credits (semester hours) or 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:

  • Bachelor's degree preferred.
  • 3 years progressively responsible administrative experience preferably in an academic setting.
  • Strong customer service orientation.
  • Knowledge of SAP, JHU policies, procedures, and administrative/financial systems preferred.

Special knowledge, skills, and abilities:

  • Knowledge of standard office equipment including personal computer, copier, printer, telephone, voicemail.
  • Strong customer service skills along with demonstrated interpersonal skills to transact with a range of internal and external constituents.
  • Demonstrated ability to work independently and as part of a team. Excellent organizational skills, analytical and problem-solving ability, and attention to detail. Ability to work for long periods without direction, prioritize own work.
  • Ability to take initiative and work with flexibility on several tasks simultaneously and to meet various concurrent deadlines.
  • Proficiency in upholding a high level of confidentiality through adherence to established protocols and guidelines.
  • Exceptional oral, written and interpersonal communication skills.
  • Proven ability to multi-task and process data quickly with a high level of accuracy.
  • Ability to interact effectively with faculty, staff and students from a variety of diverse backgrounds.
  • Excellent computer literacy, word processing, spreadsheet, database, and presentation software skills (Word, Excel, Access and PowerPoint). Experience providing management support including demonstrated ability to compose written and electronic communications.
  • Ability to sit for long periods and work at a computer.
  • Some lifting or moving of heavy items may occasionally be necessary.
  • Applicants for this position may be required to complete skills assessments appropriate to position description.

Classified Title: Administrative Coordinator
Working Title: Administrative Coordinator
Role/Level/Range: ATO 37.5/02/OE
Starting Hourly Pay Rate Range:$17.42 to $23.95 / Commensurate with Experience
Employee group: Full Time
Schedule:37.50 hrs per week
Exempt Status: Non-Exempt
Location:01-MD:Homewood Campus
Department name: 10001477-Engineering Business Office
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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