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Administrative Coordinator

Employer
Johns Hopkins University
Location
Maryland, United States
Salary
Salary Not Specified
Posted Date
May 16, 2022

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Position Type
Administrative, Business & Administrative Affairs, Business & Administrative Support
Employment Level
Administrative
Employment Type
Full Time
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We are seeking an Administrative Coordinator who provides administrative and financial support and assistance in the daily operation the Electrical and Computer Engineering Department within the Whiting School of Engineering.

Specific Duties & Responsibilities:

  • Coordinator answers main department telephone; triages calls and takes messages as appropriate; provides correct information to callers.
  • Serves as first point of contact for all visitors to administrative suite; and triages or directly manages requests from faculty, staff, students, and general populace.
  • Coordinator will be responsible for preparing and editing letters, memoranda, reports, agendas, meetings minutes, charts, tables, abstracts, and itineraries; creating Word documents, Excel spreadsheets and PowerPoint presentations for various meetings and presentations; reviewing, sorting and directing mail and packages as appropriate.
  • Will also be responsible for assisting Department Head with calendaring and monthly procurement card reconciliation.
  • Coordinator collaborates with other support personnel within the department as required; assists with coordinating the planning of departmental events including finding appropriate venue for event, catering, and responses. Coordinator is also responsible for setting up Zoom and Team links for meetings.
  • Coordinator is responsible for completing on-line managed travel program authorizations; initiating online payment requests, with attention to accuracy in data entry; monitoring workflow through to final approval and release by Accounts Payable; initiating shopping carts and managing purchase orders, including completing goods receipts as required and/or resolving PO-related discrepancies; Initiating paperwork and process payments for Independent Contractors; using PaymentWorks to set up new vendors.
  • Coordinator is responsible for coordinating facilities, maintenance, and custodial services as necessary for all departmental spaces; coordinating all recycling requests (furniture, electronic, or “regular” recycling); under the direction of the Sr Administrative Manager, coordinate details for office moves as necessary and initiate telecommunications service requests.

Minimum Qualifications (Mandatory):

  • High School Diploma/GED.
  • Three years related 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.

Special Knowledge, Skills & Abilities:

  • Ability to prioritize workload and manage multiple tasks.
  • Ability to maintain confidential information.
    Excellent oral and written communication skills.
  • Demonstrated ability to work productively independently and as part of a team.
  • Excellent time management skills and experience managing multiple projects/tasks with conflicting deadlines.
  • Experience with Zoom and Teams preferred; professional in-person and phone demeanor; ability to communicate clearly both orally and in written form.

Level of Independent Decision Making:

  • A successful candidate must have strong interpersonal and organizational skills; and the ability to work independently with minimal oversight.

Technical Qualifications or Specialized Certifications:

  • The position requires using various software applications including SAP, SIS, Zoom, spreadsheets, graphics packages to assemble, manipulate and/or format data and/or reports; operating personal computer to access email, electronic calendars, and other basic Microsoft support software.
  • May require sitting at desk for long periods of time and occasionally lifting boxes or electronic equipment weighing up to 20 lbs.

Physical Requirements:

  • May require sitting at desk for long periods of time and occasionally lifting boxes or electronic equipment weighing up to 20 lbs.

Supervisory Responsibility:

  • May supervise 1-2 work study students.

Classified Title: Administrative Coordinator-ADM
Working 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 8:30-5:00
Exempt Status: Exempt
Location: Hybrid/Homewood Campus
Department name: ​​​​​​​Dept of Electrical and Computer Engrg
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


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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