Administrative Coordinator

Requisition #: 315701

Range: OE

Level: 2

Salary: $16.91 - $23.25/Hour

Status: Full Time

School: Bloomberg School of Public Health

Location: School of Public Health

Location City: Baltimore

Location State: MD

Resume Required for Application: Yes

Area of Interest: Administrative

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General Description

Primary Purpose:

The Administrative Coordinator will provide overall administrative and office support for multiple faculty in the Department of Environmental Health and Engineering. The position will serve as a point of contact and as an informational resource; therefore, the delivery of accurate and timely replies to inquiries regarding administrative matters from faculty, staff and students is a priority. To operate in this fast paced work environment, a high degree of organization, professionalism, and adaptability is needed.

Effective problem solving and decision making is required to ensure successful completions of tasks. The position requires a proactive approach to managing workflow, ability to balance competing priorities, and effective communication with various faculty and administrative support personnel.

General Duties:

Administer calendars as needed, schedule appointments, arrange/plan meetings and events, and coordinate travel arrangements for multiple faculty members. Submit and process hotel and travel reimbursements, as well as process check requisitions.

Develop and maintain a monitoring system to track all reimbursements, online payments, and shopping cart goods receipts.

Assist in course preparation such as assembling teaching material and syllabi, maintain up-to-date faculty biosketches, photocopy and scan materials. Assist in the preparation of grants, collect and assemble scientific manuscript information, and complete administrative reports. Submit help tickets for all office needs including IT and facilities maintenance requests. Maintain a supply of needed office materials and order additional supplies.

Will make research related procurements. Maintain records through filing, retrieval, retention. storage, and updating. Prepare letters and packages for mailing or ground/express shipments and renew licenses and memberships. Identify and resolve administrative problems and issues. Use computer to access e-mail, electronic calendars, and other basic office support software.

Utilize various software applications, such as Microsoft Office and Hopkins SAP, to complete tasks. Will work with confidential information. On a regular and continuous basis, exercise administrative judgement and responsibility for decisions, consequences, and results having an impact on people, costs, and/or quality of service within the functional area.

This position will directly report to the Administrator.

Qualifications

Education:

High School Diploma/GED.

Years of Experience:

Three years related administrative experience required in a highly visible, fast paced work environment.

Additional education may substitute for required experience, to the extent permitted by the JHU equivalency formula.

Proven ability to manage multiple competing demands concurrently and prioritize workloads as needed to meet deadlines.

Ability to work independently, as well as demonstrated success as a member of a team. Proven ability to work with minimal supervision and to exercise independent judgement and discretion.

Strong organizational and time management skills. Must be detail oriented and possess a high degree of self-motivation and initiative. Intermediate to advanced proficiency using Microsoft Office suite, Outlook and the internet. Strong written and oral communication skills.

Posted Preferred Qualifications:

Experience working with SAP preferred. Experience with grant preparation preferred


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 Bloomberg School of Public Health & School of Nursing Divisional HR Office at 410-955-2990. For TTY users, call via Maryland Relay or dial 711.

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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