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Sr. Administrative Coordinator

Employer
Johns Hopkins University
Location
Maryland, United States
Salary
Salary Not Specified
Posted date
Oct 14, 2021

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Position Type
Administrative, Business & Administrative Affairs, Business & Administrative Support, Other Business & Administrative Affairs
Employment Level
Administrative
Employment Type
Full Time
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HR Business Services is seeking aSenior Administrative Coordinator (SAC) who provides high-level administrative support to the Executive Director of Business Services and their leadership team. The SAC is a customer service focused individual who has an excellent track record of working in a team environment to accomplish departmental and project goals. Responsibilities for the SAC position include scheduling and managing a complex calendar, scheduling meetings, preparing Business Services leaders 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 (80%):

  • Provides outstanding customer service to develop and manage relationships with internal HR and external business partners and represents the department through collaboration with university leadership on behalf of the Executive Director of Business Services and team.
  • Accurately maintains complex calendars, coordinates meetings, schedules appointments, resolves scheduling conflicts and prioritizes requests.
  • This includes, but is not limited to: coordinating complex meetings, including scheduling, invitations, confirmations, reminders, meeting logistics (including A/V, catering meeting location, conference line availability, etc.).Working closely with others to compile, prepare, distribute reports, minutes, and meeting materials, create presentations and maintain a high level of acuity in the follow-up to important action items.
  • Ensures that the Executive Director is fully and daily prepared for meetings and presentations including confirming meeting details, and compiling and preparing briefing/meeting materials.
  • Regularly interacts will all levels of executive and support staff internally.
  • Contacts executives throughout the enterprise needed in transmitting or obtaining information.
  • Establishes and maintains an organized filing system to ensure the expeditious retrieval of information.
  • Answers telephone in a courteous manner, identifying self and department.
  • Records and distributes messages in an accurate and timely manner.
  • Accurately makes travel arrangements and developing itineraries for in-state and out-of-state travel (meeting registration, transportation, accommodation).

Expenses (10%):

  • Prepares expense spreadsheet the leadership team, organizing receipts, inputting into SAP and tracking through the approval process.
  • Input and track office staff travel reimbursements and general office invoices into SAP.
  • Maintain filing system for all office expenses (travel and general invoices).
  • Orders office and kitchen supplies and maintains adequate supply levels.

Other (10%):

  • Assists others with preparing and editing letters, memos, e-mails, and other correspondence, as needed.
  • Manages less complex tasks and projects as assigned from concept through implementation.
  • Manages day-to-day operational aspects of assigned projects, plans, and coordinates team meetings, and provides project reporting and ongoing project status communication to team members and management, as needed and distributes mail.
  • Perform other duties as assigned.

Minimum Qualifications (Mandatory):

  • High School Diploma/GED required.
  • Bachelor’s Degree strongly preferred.
  • Five years progressively responsible administrative experience required.
  • Experience in a Human Resources environment a plus.
  • Additional education may substitute for required experience, to the extent permitted by the JHU equivalency formula.

Special Knowledge, Skills, or Abilities:

  • Ability to manage multiple tasks with competing priorities in a fast-paces 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.
  • Experience with SAP preferred.

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.

Classified Title: Sr. Administrative Coordinator
Role/Level/Range: ATO 37.5/03/OF
Starting Salary Range: $19.82 - $27.27/hr (commensurate with experience)
Employee group: Full Time
Schedule: M-F, 8:30 AM - 5:00 PM
Exempt Status: Non-Exempt
Location: ​​​​​​​Eastern High Campus
Department name: ​​​​​​​HR Business Services
Personnel area: University Administration

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.

Johns Hopkins has mandated COVID-19 and influenza vaccines, as applicable. Exceptions to the COVID and flu vaccine requirements may be provided to individuals for religious beliefs or medical reasons or because the individual is pregnant or attempting to become pregnant. Requests for an exception must be submitted to the JHU vaccination registry. For additional information, applicants for SOM positions should visit https://www.hopkinsmedicine.org/coronavirus/covid-19-vaccine/and all other JHU applicants should visit https://covidinfo.jhu.edu/health-safety/covid-vaccination-information/.

The following additional provisions may apply depending on which campus you will work. 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.

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

Johns Hopkins at Eastern


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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