ADMINISTRATIVE COORDINATOR

Location
Maryland, United States
Salary
Salary Not Specified
Posted
Jul 01, 2021
Employment Level
Administrative
Employment Type
Full Time

Hopkins Extreme Materials Institute (HEMI) seeks an Administrative Coordinatorwho provide administrative support for HEMI, and all entities within. This person must maintain a high degree of professionalism and confidentiality and must be comfortable taking initiative and exercising independent judgment to resolve issues. This position works closely with the Administrative Management team to ensure efficient daily operations for the HEMI programs in areas such as financial administration, event planning, building/facilities management, and general administrative office support. This position is responsible for critical data entry and recordkeeping, must be able to focus amidst consistent interruptions, and must be able to prioritize multiple projects and deadlines. This position serves as the first point of contact for visitors to HEMI and must manage the front desk in a courteous and professional manner.

Specific Duties & Responsibilities:

  • Work closely with the Administrative Management and Administrative staff to carry out the administrative tasks necessary for smooth operation of the HEMI main office.
  • General clerical duties
  • Answer phones
  • Receive visitors, front desk management
  • Process and distribute incoming mail, accept and sign for packages, etc.
  • General meeting support
  • Coordinate and process room requests for HEMI controlled space
  • Process catering requests in support of meetings and events
  • Set up meeting space including technology/AV setup
  • Scheduling/Calendars
  • Coordinate schedules for seminar speakers and visitors
  • Manage office hours and student meeting times for HEMI Director
  • Manage room reservation calendars
  • Manage and maintain electronic calendars for HEMI Leadership
  • Plan and coordinate special projects and events, office activities, and committee meetings as requested. Provide special project support to senior management team, as needed.
  • Plan, coordinate, and manage all logistical aspects of the annual CMEDE Fall Meeting (100+ attendees from across the country, including researchers and VIP from ARL)
  • Initiate procurement transactions via SAP and P-Card process--place orders, expedite delivery, verify shipment and follow up on status
  • Accept and prepare travel reimbursement materials for submission
  • Maintain a filing system (electronic & paper) for ease of retrieval
  • Locate and compile information and format reports, graphs, tables, records, and other sources of information.
  • Draft and prepare for signature, office communications as well as proof read and edit confidential and sensitive information.
  • Assist in defining and documenting standard office policies and processes for HEMI.
  • Other duties and projects as assigned.
  • Minimum Qualifications (Mandatory):

    • High School Diploma/GED.
    • Three years related experience.
    • Additional education may substitute for required experience, to the extent permitted by the JHU equivalency formula.

    Preferred Qualifications:

    • Bachelor's degree orSome college preferred
    • Experience with SAP
    • 3 years administrative experience.

    Special Knowledge, Skills & Abilities:

    • Demonstrated ability to work independently and as part of a team.
    • Excellent organizational skills, analytical and problem-solving abilities, and attention to detail.
    • Ability to prioritize own work and to work with flexibility on several tasks simultaneously in order to meet various concurrent deadlines.
    • Excellent computer literacy skills (Microsoft Office, Zoom, MS Teams) and ability to learn new software.
    • This position requires excellent writing and verbal communication skills; also, with exceptional attention to detail. Strong interpersonal skills and ability to work as part of a team. Ability to work in a dynamic, fast-paced environment and respond quickly to changing priorities.

    JHU Equivalency Formula: 30 undergraduate degree credits (semester hours) or 18 graduate degree credits may substitute for one year of experience. Additional related experience may substitute for required education on the same basis. 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.

    Classified Title: Administrative Coordinator
    Role/Level/Range: ATO 37.5/02/OE
    Starting Salary Range: $17.42 - $23.95/hr (commensurate with experience)
    Employee group: Full Time
    Schedule: M-F 37.5
    Exempt Status: Non-Exempt
    Location: Homewood Campus
    Department name: ​​​​​​​Hopkins Extreme Materials Institute
    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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