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Administrative Coordinator

Employer
Johns Hopkins University
Location
Baltimore, Maryland, United States
Salary
Salary Not Specified
Date posted
May 28, 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.

Development and Alumni Relations (DAR) supports Johns Hopkins’ focus on research, teaching and patient care, and its role as a national and global leader in higher education. We create and foster enduring relationships that result in advocacy and philanthropic support for Johns Hopkins University & Medicine; strengthening the institution through partnerships with donors, alumni, volunteer leaders, faculty, students, staff, and patients.

Johns Hopkins University supports a flexible work model which includes four different work modalities. This role has a (onsite, hybrid, modified hybrid, remote) work arrangement with an onsite presence of five (5) days per week. The manager will confirm the team’s core onsite days where the majority/all team members will work in the office. Employees who travel on university business can count those days towards their onsite days.

We are seeking an Administrative Coordinator for the business unit tasked with successfully operating The Mt. Washington office. This role will be responsible for overseeing general office operations. And will also serve as the point of contact for all administrative, financial, and operational matters. This individual will also support the Senior Finance Manager and the broader Finance Team. The ideal candidate is a quick learner, independent, responsive, and results-oriented with strong interpersonal skills.



Primary Responsibilities




Finance Support (40%)

  • Support the Sr. Finance Manager by calendaring and preparation of meeting materials.
  • Oversee the day-to-day operations for the DAR Mt. Washington (MTW) budget including invoice payments, employee reimbursements.
  • Manage all DAR Pcards/Tcards including the Central Tcard: reconcile invoices, approve transactions in Concur, manage, and submit applications for processing, train staff on Pcards/Tcards.

Administrative Operations (60%)

  • Manage space in MTW. Attending space planning meetings and update leadership on space. Maintain MTW space floor. Work closely with various teams across DAR to ensure space is assigned to all new hires. Work closely with TMHR on any space accommodations and space reassignments when needed.
  • Ensure office infrastructure is functioning properly by working with Transwestern and the building facilities team for needed repairs or replacements.
  • Conduct weekly suite walkthroughs to check supplies and ensure all areas and items are replenished, organized, and running smoothly.
  • Coordinate office/workstation nameplates including printing, posting, and updating as needed.
  • Oversee and maintain storage areas.
  • Recommend, develop, and implement policy and procedural changes to improve office operations. Maintain the administration page on the SharePoint site.
  • Maintain ticketing system (SharePoint, JIRA).
  • Collaborate cross-functionally with administrative coordinators across teams to ensure they are aware of administrative and financial updates.
  • Communicate updates to DAR Staff.
  • Support IT to ensure all office technology is functioning.
  • Maintain access and act as a runner to both Marbury and McAuley building loading docks to retrieve packages and mail for distribution. Take checks to OAS – gift checks as well as to Annual Giving, Alumni Relations, Gift Planning, Events, International Programs).
  • Lead building committee meetings and initiatives (i.e.: Thanksgiving potluck, cleaning crew appreciation month, yearend holiday office decoration competition, sporadic non-sponsored food trucks, etc.)
  • Oversee and act as a backup to the MTW Receptionist.
  • Assist with mail/package distribution as needed.
  • Assisted with booking of conference rooms, and hotel office space reservation.
  • Other tasks as assigned.


Minimum Qualifications
  • High School Diploma or graduation equivalent
  • Three years related experience
  • Additional education may substitute for required experience, to the extent permitted by the JHU equivalency formula


Preferred Qualifications

All applicants are expected to uphold the university’s core values which includes diversity and inclusion. All staff treat people with dignity and respect by being fair and consistent. We demonstrate an open-minded approach to understanding people regardless of their race, gender, age, national origin, religion, ethnicity, disability status or other characteristics. We show respect for the beliefs and traditions of others; encourage and promote practices that support cultural diversity; and discourage behaviors or practices that may be perceived as unfair, biased, or critical toward people with certain backgrounds.

Classified Title: Administrative Coordinator
Job Posting Title (Working Title): Administrative Coordinator
Role/Level/Range: ATO 37.5/02/OE
Starting Salary Range: Minimum: $21.00 - Maximum: $36.50 per hour (targeted salary: $42,000; commensurate with experience)
Employee group: Full Time
Schedule: Monday-Friday 8:30am-5:00pm
Exempt Status: Non-Exempt
Location: Mount Washington Campus
Department name: 10001643-Finance
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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