Sr. Administrative Coordinator

We are seeking a Senior Administrative Coordinator who will provide administrative support and perform general office management duties that are necessary for the efficient operation of the Mechanical Engineering Department.

The Sr. Administrative Coordinator performs all day to day administrative activities supporting the Mechanical Engineering Department Head and business Administrator. The Sr. Administrative Coordinator manages all fiscal and non-fiscal activities for the Mechanical Engineering Seminar account and the department website.

Manage department activities and programs that involve faculty, students, and staff, along with partnerships with other organizations and communities. Duties will be of a sensitive and confidential nature. Specifically, provide detailed meeting preparation material for both the Department Head and business Administrator. This support spans across academic and non-academic activities for the department.

* Position will be hybrid – 3 days in the office and 2 days remote, this may vary on occasion based on departmental needs.

Specific Duties & Responsibilities:

• Lead a team of four Administrative Coordinators in the Mechanical Engineering department with input on hire/fire/discipline actions.

• Will train, provide technical support, and provide administrative direction for the entry level administrative staff supporting three Mechanical Engineering centers.

• Support the department Administrator in the management and skill development of entry level staff.

• Support Department Head and business Administrator by drafting and prepare for signature office communications as well as proofread and edit confidential and sensitive information.

• Schedule and manage appointments, send and maintain appointment letters. Maintain conference room schedules.

• Schedule meetings and work collaboratively with internal and external organizations to ensure an accurate calendar at all times.

• Serve as the international employee liaison and manage the visa process for all international appointments to include the communication and coordination with third-party visa sponsors and the Johns Hopkins Office of International Services.

• Manage all HR payroll activities for post doctorial appointments. Prepares all payroll documents, hiring and termination, including ISR’s and Eforms. Tracks appointments for terminations and re-appointment.

• Manage all aspects of the Mechanical Engineering Seminar account including tracking expenditures, coordinating purchases and supplies, submitting invoices, and reimbursements for travel, etc.

• Process all reimbursements and other expenses for visiting speakers.

• Coordinate and plan department and center related events.

• Prepare all materials for meetings, educational seminars, training programs, community forums, and conferences.

• Arrange for and manage delegations of international visitors. This diverse set of activities and programs involve faculty, students, staff, and partnerships with other organizations and communities.

• The Sr. Administrative Coordinator supports content development for the Mechanical Engineering Website.

• The Sr. Administrative Coordinator formats power point presentations, publications, and report documents, converts statistical data to charts, tables, and graphs.

• Use various software applications, such as spreadsheets, relational databases, statistical packages, and graphics packages to assemble and format data and reports.

• Gather data for reports and initiate preparation for various print and web-based publications.

Minimum Qualifications (Mandatory):

• High School/ GED required
• Five (5) years of progressively responsible related administrative experience.
• 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.

Specific Knowledge, Skills & Abilities:

• Ability to effectively and appropriately communicate and deal with a wide range of people in a positive and professional manner.
• Ability to take initiative and exercise independent judgment to resolve administrative problems. Good organizational skills.
• Ability to work under pressure and complete tasks to meet deadlines.
• Excellent communication skills – written and verbal.
• Effective team player with excellent interpersonal and public relations skills.
• Quantitative skills to conduct basic analyses and produce summary tables and graphics. Ability to take initiative and exercise independent judgment to resolve administrative problems.
• Ability to maintain confidentiality, behave flexibly, communicate tactfully, and maintain rapport.
• Demonstrate careful judgment, a high level of discretion and the ability to work independently.

• Ability to manage high volume of work and multiple priorities;
• Excellent organizational, oral, written and interpersonal skills.
• Proficiency with Microsoft Word, Excel, PowerPoint, and Outlook (email, calendar, and contacts) and internet browsing.
• Proficiency with WordPress or similar web publishing tool.

Supervisory Responsibility:

• This position has the primary responsibility for leading a team of 4 Administrative Coordinators in the Mechanical Engineering department with input on hire/fire/discipline actions.

Budget Authority:

• Mechanical Engineering Seminar account.

Classified Title: Sr. Administrative Coordinator
Role/Level/Range: ATO 37.5/03/OF
Starting Salary Range: $20.02 - $27.51/hr (commensurate with experience)
Employee group: Full Time
Schedule: M-F, 8:30am - 5:00pm
Exempt Status: Non-Exempt
Location: Hybrid/Homewood Campus
Department name: Department of Mechanical Engineering
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 Talent Acquisition Office at jhurecruitment@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