Administrative Coordinator

Employer
Johns Hopkins University
Location
Maryland, United States
Salary
Salary Not Specified
Posted date
Nov 5, 2021

View more

Position Type
Administrative, Academic Affairs, Research Administration, Business & Administrative Affairs, Business & Administrative Support
Employment Level
Administrative
Employment Type
Full Time

Sponsored Projects Shared Services is seeking anAdministrative Coordinator who will schedule appointments and manage calendars for Directors, Managers, and Supervisors in the Finance Department using Outlook.

As the position involves considerable work and issues of a sensitive and confidential nature, the successful candidate must demonstrate careful judgment, a high level of discretion and the ability to work independently. The successful candidate will work effectively with senior leaders at the university.

Specific Duties & Responsibilities:

    Coordinate personnel records.
  • Process ISRs for new hires, salary increases, terminations, overtime, LOA, personal data change, special check requests, etc.
  • Maintain confidential and sensitive information regarding payroll information for all employees.
  • Process HR forms including FMLA letters for staff going out on medical leave, ISRs for Short Term Disability relating to FMLA. Also update E210 to reflect FMLA and STD status.
  • Schedule appointments including internal and external meetings, events, etc., on behalf of the Finance Department. Manage conflict-free schedules of meetings and appointments. Exercise a high level of independent judgment in prioritizing requests for time on leadership calendars and resolving scheduling conflicts.
  • Ensure that leadership is fully prepared for meetings and appearances. Compile and prepare materials, confirm meeting details and expectations regarding leadership appearances.
  • Triage and process all incoming mail. Answer multi-line telephone for incoming calls in an efficient and professional manner. Answer questions, provide guidance, and disseminate information based on knowledge and understanding of programs, initiatives, goals and objectives of the offices.
  • Ensure a solid understanding of the file management systems. Assist in the implementation and consistent use of file management systems. Ensure files are well organized, maintained and up to date. Copy and collate materials as needed. Participate in oversight of records retention.
  • Process in SAP non-travel reimbursements, timesheets for casual employees, invoices, and shopping cart.
  • Prepare letters and packages for mailing or courier/FedEx shipments.
  • Provide staff support for administrative coordinators out of the office on vacation or sick leave.
  • Perform other clerical duties as requested.

Minimum Qualifications (Mandatory):

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

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: Administrative Coordinator
Role/Level/Range: ATO 37.5/02/OE
Starting Salary Range: $17.59 - $24.80/hr (commensurate with experience)
Employee group: Full Time
Schedule: M-F, 8:30 am - 5:00 pm
Exempt Status: Non-Exempt
Location: ​​​​​​​JH at Keswick
Department name: ​​​​​​​Sponsored Projects Shared Services
Personnel area: Johns Hopkins University

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. 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 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.

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

JH at Keswick


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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