Administrative Assistant

Classified Title: Administrative Coordinator

Requisition #: 313505

Range: OE

Level: 2

Salary: $16.58 - $22.80 hourly

Status: Full Time

School: Homewood Student Affairs

Location: Homewood Campus

Location City: Baltimore

Location State: MD

Resume Required for Application: Yes

Area of Interest: Administrative

Contact: Central Talent Acquisition Office 443-997-5100

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General Description

Under the leadership of the Executive Director of Career Services, the career center is central in shifting the institution towards a model of career preparedness in which all Johns Hopkins students integrate their career preparation into their academic experience with the same pursuit of excellence – distinguishing themselves as the “talent of choice”. The following statements reflect the vision and mission of Johns Hopkins University Career Center.

    Vision: We foster empowered students who align academic and career pursuits to enhance the world.

    Mission: Cultivate lifelong career development success for Johns Hopkins students and alumni through education and access to opportunities and experiences that leverage a powerful network of alumni, employers, faculty, parents, and the greater Baltimore community.

Reporting to the Executive Director of the Career Center, the Administrative Assistant provides project coordination and administrative support. In addition, this position provides periodic administrative support to the Operations and Program Manager. This position requires significant independent action and frequent interaction with internal and external constituencies. This position requires consummate skills in diplomacy, discretion, and confidentiality. The successful candidate will have demonstrated experience working in a fast-paced, executive environment and will be a core member whose contributions to a team-based and cross-trained environment will advance the goals of Johns Hopkins University.

This position manages and reports on the office’s budget. The position must be knowledge of the university’s SAP system where the incumbent will maintain appropriate financial records and files, allocate financial transactions, collect and process payments.

In addition, the job maintains the Executive Director’s schedule/calendar, plans all travel, manages confidential files and correspondence, assists with special projects, event planning, budget management, staff department searches, data, and any other assigned duties. The position schedules appointments and meeting rooms; takes, compiles and distributes meeting minutes; types routine and specialized correspondence as well as reports; answers telephone, screens callers and relays messages; picks up and delivers materials as required.

Based on special knowledge and understanding of initiatives, goals, and objectives of the Office of Academic Services, independently resolve scheduling conflicts, prioritize requests, confirm and track event or meeting details. Ensure that the Executive Director is fully prepared for meetings and appearances; including compiling and preparing materials, confirming meeting details and expectations regarding dean’s appearances. Prepare and/or review briefings for the Executive Director’s review.

Key Responsibilities:

  • Communicates effectively and maintains positive courteous, supportive, and professional working relationships with all levels of contacts, contributes to the customer service oriented atmosphere within the department to assist other functional areas when needed or requested.
  • Maintains Executive Director’s calendar, schedules elaborate and detailed appointments and meeting rooms; makes travel and accommodation arrangements for Career Center staff, providing travel and accommodation options based on staff needs and cost limitations; and prepares and tracks expense and travel reimbursements and reports.
  • Manages the Career Center budget and all financial transactions. Deposits checks, allocating funds to appropriate accounts. Identifies budget shortfalls or overages and provides alternative solutions. Reconciles and manages project budgets.
  • Processes invoices, travel expense reports, and other related transactions in SAP. Assists with P-card reconciliations; processes internal reimbursements.
  • Establishes purchase orders, vendors and independent contractors in the system. Processes invoices for POs, vendors and ICs. The position will order supplies and other items for the center.
  • Coordinates and documents the student workers schedules. This position also processes student payroll.
  • Composes, edits, types and distributes various form letters and correspondence; creates and maintains necessary files; orders supplies as needed.
  • Serves as administrative support and coordination to several standing meetings/committees.
  • Performs tasks with a significant degree of independence, requiring knowledge of University resources and Homewood staff and facilities.
  • Maintains a professional relationship with a wide range of contacts. Internal: Directors, Deans, Vice Presidents, President, Trustees, faculty and other staff. External – alumni, students parents, and colleagues.
  • Assumes administrative tasks, special projects, ad hoc reports, budgets, billing, research data and other related activities. Develops and maintains information to generate reports, tables, charts, graphs and PowerPoint presentations as needed.

Qualifications

High School Diploma/GED required; Bachelor’s degree preferred. Minimum three years experience in providing progressively responsible administrative support with experience working on a wide variety of special projects and assignments. Experience in a professional setting serving a senior level individual preferred.

Special Knowledge, Skills & Abilities:

  • The incumbent must be able to work efficiently, effectively and professionally in a fast-paced environment interacting with senior level executives and officials.
  • Excellent verbal and written communication skills and ability to handle confidential information.
  • Strong organizational skills and facility with budgets and spreadsheets.
  • Knowledge and experience with business and financial processing, such as expense reimbursements, payment of invoices, are also critical skills needed in the successful candidate.
  • Extensive experience with office technologies including MS Word, Excel, and PowerPoint.
  • Must be an independent worker, who is flexible, motivated and able to handle multiple tasks; self-starter.


NOTE: 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 443-997-5100. For TTY users, call via Maryland Relay or dial 711.



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