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Sr. Administrative Coordinator

Employer
Johns Hopkins University
Location
Baltimore, Maryland, United States
Salary
Salary Not Specified
Date posted
May 17, 2024

Job Details


Johns Hopkins, founded in 1876, is America's first research university and home to nine world-class academic divisions working together as one university.

Johns Hopkins University’s Human Resources leadership team guides the design, development, and implementation of the HR practices, policies, and programs that help make JHU a world-class institution. We strive to recognize the vital role of staff in the institution and offer robust pathways to professional and personal advancement to support JHU as a national employer of choice.

We are seeking aSr. Administrative Coordinator(SAC) who will provide administrative support to the senior staff of the central Human Resources function. The SAC is an organized and proactive individual who has an excellent track record of working in a team environment to accomplish departmental and project goals. Responsibilities for the SAC position includes scheduling and managing complex calendars, scheduling meetings, preparing principals for a variety of key meetings, and serving as a liaison between them and other university officials. The SAC has oversight for administrative and confidential aspects of the office and must demonstrate a positive attitude, careful judgment, tact, a high level of discretion, and the ability to work independently. The successful candidate will be able to collaborate, communicate effectively, prioritize multiple tasks, take a proactive approach to work assignments, and take initiative.


Specific Duties & Responsibilities


Administrative Support (75%)

  • Accurately maintain complex calendars, coordinate meetings, schedule appointments, resolve scheduling conflicts and prioritize requests. This includes, but is not limited to,
  • Coordinating complex meetings, including scheduling, invitations, confirmations, reminders, meeting logistics (including A/V, Zoom, Teams, catering meeting location, conference line availability, etc.)
  • Provide outstanding customer service to develop and manage relationships with internal HR and external business partners.
  • Represent the department through effective collaboration with university leadership on behalf of their principals.
  • Work closely with others to compile, prepare, distribute reports, minutes, and meeting materials and maintain a high level of acuity in the follow-up to important action items.
  • Ensure that principals are fully and daily prepared for meetings and presentations including confirming meeting details and compiling and preparing briefing/meeting materials.
  • Proofread, edit and review sensitive and/or confidential documents as directed Ensure that their principals are fully and daily prepared for meetings and presentations including confirming meeting details, and compiling and preparing briefing/meeting materials.
  • Serve as backup in an administrative team supporting a wide variety of principals in HR.
  • Regularly interact with all levels of executive and support staff internally.
  • Contact executives throughout the enterprise needed in transmitting or obtaining information.
  • Establish and maintain an organized filing system to ensure the expeditious retrieval of information.
  • Record and distribute messages in an accurate and timely manner.
  • Accurately make travel arrangements and develop itineraries for in-state and out-of-state travel (meeting registration, transportation, accommodation).
  • Prepare expense reimbursements, organize receipts, inputting into Concur and track through the approval process.
  • Maintain filing system for all office expenses (travel and general invoices).

Project and Direct Support of Principals (25%)

  • Provide support for day-to-day suite responsibilities, including supply management and ordering when necessary.
  • Work as a team player to ensure effective office management.
  • Provide support for HR projects, as needed.
  • Contribute to a team planning events.
  • Perform other duties as assigned.


Minimum Qualifications
  • High School Diploma or graduation equivalent.
  • Five years progressively responsible administrative experience.
  • Additional education may substitute for required experience, to the extent permitted by the JHU equivalency formula.


Preferred Qualifications
  • Bachelor’s Degree strongly preferred.
  • Experience in a Human Resources environment a plus.

Special Knowledge, Skills, or Abilities
  • Ability to manage multiple tasks with competing priorities in a fast-paced environment with multiple interruptions.
  • Strong communication skills, including, verbal, written and interpersonal skills.
  • Strong organizational skills Must be detail oriented and good with follow-through.
  • Ability to work independently and in a team; to take initiative and be flexible.
  • Proficiency with Outlook, Word and Excel a must.

Classified Title: Sr. Administrative Coordinator
Role/Level/Range: ATO 37.5/03/OF
Starting Salary Range: $21.00 - $36.50 HRLY (Commensurate with experience)
Employee group: Full Time
Schedule: M-F/8:30-5:00
Exempt Status: Non-Exempt
Location: Hybrid/Eastern High Campus
Department name: ​​​​​​​Center for Staff Life Design
Personnel area: University Administration

Total Rewards
The referenced base salary range represents the low and high end of Johns Hopkins University’s salary range for this position. Not all candidates will be eligible for the upper end of the salary range. Exact salary will ultimately depend on multiple factors, which may include the successful candidate's geographic location, skills, work experience, market conditions, education/training and other qualifications. Johns Hopkins offers a total rewards package that supports our employees' health, life, career and retirement. More information can be found here:https://hr.jhu.edu/benefits-worklife/.

Education and Experience Equivalency
Please refer to the job description above to see which forms of equivalency are permitted for this position. If permitted, equivalencies will follow these guidelines: 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.

Applicants Completing Studies
Applicants who do not meet the posted requirements but are completing their final academic semester/quarter will be considered eligible for employment and may be asked to provide additional information confirming their academic completion date.

Background Checks
The successful candidate(s) for this position will be subject to a pre-employment background check. Johns Hopkins is committed to hiring individuals with a justice-involved background, consistent with applicable policies and current practice. A prior criminal history does not automatically preclude candidates from employment at Johns Hopkins University. In accordance with applicable law, the university will review, on an individual basis, the date of a candidate's conviction, the nature of the conviction and how the conviction relates to an essential job-related qualification or function.

Diversity and Inclusion
The Johns Hopkins University values diversity, equity and inclusion and advances these through our key strategic framework, theJHU Roadmap on Diversity and Inclusion.

Equal Opportunity Employer
All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.

EEO is the Law
https://www.eeoc.gov/sites/default/files/2023-06/22-088_EEOC_KnowYourRights6.12ScreenRdr.pdf

Accommodation Information
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 Talent Acquisition Office atjhurecruitment@jhu.edu. For TTY users, call via Maryland Relay or dial 711. For more information about workplace accommodations or accessibility at Johns Hopkins University, please visithttps://accessibility.jhu.edu/.

Vaccine Requirements
Johns Hopkins has mandated COVID-19 and influenza vaccines, as applicable. The COVID-19 vaccine does not apply to positions located in the State of Florida. Exceptions to the COVID and flu vaccine requirements may be provided to individuals for religious beliefs or medical reasons. Requests for an exception must be submitted to the JHU vaccination registry. For additional information, applicants for SOM positions should visithttps://www.hopkinsmedicine.org/coronavirus/covid-19-vaccine/ and all other JHU applicants should visithttps://covidinfo.jhu.edu/health-safety/covid-vaccination-information/.

The following additional provisions may apply, depending upon campus. Your recruiter will advise accordingly.
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.


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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