Career Center
Baltimore, Maryland
Baltimore, Maryland
Posted: 12-Nov-22
Location: Baltimore, Maryland
Salary: Open
Internal Number: 104877-en_US
We are seeking a Senior Administrative Coordinator who provides high-level administrative support to the Whiting School of Engineering Office of the Dean. This person shall maintain a high degree of confidentiality and professionalism, comfortably taking initiative and exercising independent judgment to resolve issues, and be committed to diversity, equity, and inclusion at JHU.
Specific Duties & Responsibilities
70% - Administrative Support for the WSE Administrative Specialist and Dean's Executive Assistant, including support for the Assistant Dean for Marketing and Communications and the Assistant Dean for Diversity and Inclusion
- Maintain the calendars for the Assistant Dean for Marketing and Communications and the Assistant Dean for Diversity and Inclusion.
- 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 (scheduling meeting rooms/venues) and managing travel arrangements (meeting registration, transportation, lodging, etc.) for Dean's Office events as assigned.
- Provide administrative support for meetings (e.g., schedule meetings, reserving rooms, A/V support, ordering catering, and preparing and distributing materials)
- Provide back-up support to the Executive Assistant and the Administrative Specialist.
- Maintain and organize electronic and paper files.
- Regular use of university online financial systems (SAP) to initiate and complete transactions; prepare and process financial paperwork such as purchase orders, travel reimbursements, coded invoices, and check requests.
- Maintain and reconcile monthly Procurement card transactions and other cards as assigned.
- Other duties as assigned.
30% - General Administrative Support
- Greet and direct 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 IT for deliveries, set-up, and A/V arrangements.
- Other duties as assigned.
Special Knowledge, Skills, & 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.
Minimum Qualifications
- High School Diploma or graduation equivalent.
- Five years progressively responsible administrative experience.
- Additional education may substitute for required experience, to the extent permitted by the JHU equivalency formula.
Preferred Qualifications
- Some college preferred.
Classified Title: Sr Administrative Coordinator
Working Title: Senior Administrative Coordinator
Role/Level/Range: ATO 37.5/03/OF
Starting Salary Range: $20.40-$28.00 HRLY (Commensurate with experience)
Employee group: Full Time
Schedule: Monday through Friday 8:30am - 5:00pm
Exempt Status: Non-Exempt
Location: Hybrid/Homewood Campus
Department name: Office of the Dean
Personnel area: Whiting School of Engineering
Please refer to the job description above to see which forms of equivalency are permitted for this position. If permitted, equivalencies will follow these guidelines:
*JHU Equivalency Formula: 30 undergraduate degree credits (semester hours) or 18 graduate degree credits may substitute for one year of experience. Additional related experience may substitute for required education on the same basis. 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.
**Applicants who do not meet the posted requirements but are completing their final academic semester/quarter will be considered eligible for employment and may be asked to provide additional information confirming their academic completion date.
The successful candidate(s) for this position will be subject to a pre-employment background check.
The Johns Hopkins University values diversity, equity and inclusion and advances these through our key strategic framework, the JHU Roadmap on Diversity and Inclusion.
Equal Opportunity Employer
All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.
EEO is the Law
Learn more:
https://www.eeoc.gov/sites/default/files/migrated_files/employers/poster_screen_reader_optimized.pdf
Accommodation Information
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. For more information about workplace accommodations or accessibility at Johns Hopkins University, please visit accessibility.jhu.edu.
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.
Note: Job Postings are updated daily and remain online until filled.
