The Administrative Coordinator is a front-desk position and will provide administrative support to the WSE’s Office of the Dean. Responsibilities include greeting and directing visitors, calendaring, and assisting with special projects.
Specific Duties & Responsibilities
70% - Administrative Support for Assistant Dean for Marketing and Communications, Assistant Dean for Diversity and Inclusion, and Director of the Homewood Institutional Review Board
Maintain the calendars for the Assistant Dean for Marketing and Communications, the Assistant Dean for Diversity and Inclusion, and the Director for the Homewood Intuitional Review Board based on knowledge of goals and priorities
Schedule appointments and meetings with faculty, students, staff, and others across the University
Prepare agendas, minutes, presentations, and other meeting materials
Draft and prepare office communications for signature Create/maintain distribution lists and merchandise inventory
Assist in the coordination of special events and meetings, including scheduling meeting rooms/venues and making travel arrangements for events such as Launch, Second Look, EHOP, E-Week, Convocation, Design Day and others as assigned
Provide additional administrative support for staff within the Marketing and Communications and the Homewood Intuitional (HIRB) offices
Provide back-up support to the Executive Assistant and the Administrative Coordinator to the Deans
Provide administrative support and scheduling for committees supervised by the Assistant Dean including Homewood Council on Inclusive Excellence and Diversity Champions'
Maintain and organize electronic and paper files
Prepare and process financial paperwork such as purchase orders, travel reimbursements, coded invoices and check requests
Regularly use University online financial systems (SAP) to initiate and complete transactions
Other duties as assigned
30% -- General Administrative Support
Greet and direct all guests entering the office
Answer and screen telephone calls, record messages with attention to detail, relay messages
Stock and maintain both the office supply room and kitchen
Sort and distribute mail requiring trips to campus weekly or as needed
Send out Courier mail (FedEx, UPS, etc.) Pick up and deliver materials as required
Maintain calendars and schedule appointments for shared meeting rooms
Assist with special event planning and coordination including meetings, orientation, commencement, seminars, etc. Includes ordering food, preparing materials, reserving rooms and working with vendors and I.T. for deliveries, set up, and audiovisual arrangements.
Other duties as assigned
Minimum Qualifications (Required)
High School Diploma/GED.
Three (3) years related experience. Additional education may substitute for required experience, to the extent permitted by the JHU Equivalency Formula: 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.
Some college preferred Special Knowledge, Skills, and Abilities
Knowledge of the formal and informal JHU and WSE goals, standards, policies and procedures, including some knowledge of other departments within the School
High level of proficiency in computer skills including Microsoft Word, Excel, Outlook, PowerPoint, Photoshop, WordPress, and other software programs
Excellent written and verbal communication skills
Must be detail-oriented, well-organized and able to manage time effectively
Demonstrated ability to coordinate and prioritize multiple and/or overlapping assignments
Must have a demonstrated ability to maintain confidentiality of information.
Classified Title: Administrative Coordinator Working Title: Administrative Coordinator Role/Level/Range: ATO 37.5/02/OC Starting Hourly Pay Rate Range: Employee group: Full Time Schedule: Monday - Friday, 8:30 a.m. to 5 p.m. / 37.50 hrs per week Exempt Status: Non-Exempt Location: 01-MD:Homewood Campus Department name: 10001468-Office of the Dean 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 HR Business Services Office at email@example.com. 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.
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Johns Hopkins University remains committed to its founding principle, that education for all students should be grounded in exploration and discovery. Hopkins students are challenged not just to learn but also to advance learning itself. Critical thinking, problem solving, creativity, and entrepreneurship are all encouraged and nourished in this unique educational environment. After more than 130 years, Johns Hopkins remains a world leader in both teaching and research. Faculty members and their research colleagues at the university's Applied Physics Laboratory have each year since 1979 won Johns Hopkins more federal research and development funding than any other university. The university has nine academic divisions and campuses throughout the Baltimore-Washington area. The Krieger School of Arts and Sciences, the Whiting School of Engineering, the School of Education and the Carey Business School are based at the Homewood campus in northern Baltimore. The schools of Medicine, Public Health, and Nursing share a campus in east Baltimore with The Johns Hopkins Hospital. The Peabody Institute, a leading professional school of music, is located on Mount Vernon Place in downtown Bal...timore. The Paul H. Nitze School of Advanced International Studies is located in Washington's Dupont Circle area.