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Requisition ID:  117259

Administrative Coordinator

The Department of International Health is seeking an Administrative Coordinator. The Administrative Coordinator will provide clerical, administrative and financial support. This position will report directly to the Sr. Financial Manager. The administrative duties include schedules calendars, answer calls and organizes and coordinates domestic and international travel arrangements, meetings, conferences and workshops. Assist with Accounts Payable Activities.


Specific Duties & Responsibilities


Administrative Support (80%)


General Administrative Support

  • Provide administrative assistance to the IIP faculty, including handling all travel needs, organizing mail, updating the curriculum vitae, placing supply orders and managing the electronic calendar.
  • Answer calls and direct to appropriate offices as necessary.
  • Greet and direct visitors to meetings and other duties as required.
  • Represent and effectively communicate with guests, faculty, domestic and international professional colleagues over telephone, in person and written correspondences.
  • Prepares and processes shopping carts, telecom request and ticket help request.
  • Maintain inventory of office supplies.
  • Arrange for outgoing courier packages and sort/distribute incoming mail and delivery daily.
  • Other duties as assigned


Logistics Responsibilities

  • Create interactive forms which allow participants to provide hotel, catering, and transportation needs to the meeting planner.
  • Execute all aspects of meeting, event and conference arrangements, which can include ensuring participants arrival methods, lodging arrangements, catering and A/V and any ad hoc requests.
  • Develop logistics budget projections and track expenses in all areas of meeting planning.
  • Schedules division conference room use


Document Maintenance Responsibilities

  • Prepare minutes from coordinated meetings.
  • Prepare and edit presentation materials for meetings, conferences, lectures and events.
  • Conducts library research and participates in editing and preparing manuscripts, scientific illustrations, references for manuscript, computer graphics for publication and ensure compliance in the submission process.
  • Provide assistant with formatting and collecting required materials for grant proposals such as compiling curriculum vitae’s and providing meeting/travel budget projections.
  • Maintains electronic copies of documents in files.


Accounts Payable Responsibilities (20%)

  • Prepares and processes online check requests, non-employee travel reimbursements and employee advances and reimbursements.
  • Ensure completeness and accuracy of documentation according to University policy.
  • Tracks and follows up on all payments and travel reimbursements to ensure that funds transferred in a timely manner.
  • Coordinates with new and active vendors to ensure that vendor numbers and banking information are accurately set up in the SAP system.
  • Keep up to date on all policies and processes associated with travel reimbursements, payments and vendor set up.


Additional Knowledge, Skills & Abilities

  • Demonstrate flexibility and re-establish priorities and work plans to compensate for unanticipated changes in work volume to adequately meet the administrative needs as deemed necessary.
  • Demonstrate highly developed oral and written communication and interpersonal skills, pleasant demeanor and professional attitude.
  • Demonstrate the ability to relate well and work with all levels of staff.
  • Must be highly organized.
  • Must be able to maintain confidentiality.
  • Ability to multitask in a changing working environment.
  • Learn and use new programs and technologies to perform job.
  • Perform duties without direct supervision or guidance on a regular basis.
  • Team player.


Minimum Qualifications
  • High School Diploma or graduation equivalent.
  • Three years related experience.
  • Additional education may substitute for required experience, to the extent permitted by the JHU equivalency formula.


Preferred Qualifications
  • Bachelor’s Degree.
  • Experience using SAP travel systems.
  • Proficiency in Microsoft Office; knowledge of Word and Excel required.
  • Proficient use of Adobe, MS Suites and other electronic sources of information.

 

 

Classified Title: Administrative Coordinator 
Job Posting Title (Working Title): Administrative Coordinator   
Role/Level/Range: ATO 37.5/02/OE  
Starting Salary Range: $18.20 - $33.90 HRLY (Commensurate w/exp.) 
Employee group: Full Time 
Schedule: Monday- Friday 8:30am-5:00pm 
FLSA Status: Non-Exempt 
Location: Hybrid: On-site 3-4 days a week 
Department name: 10001147-Institute for International Prgms IIP 
Personnel area: School of Public Health 

 

 

Total Rewards
The referenced base salary range represents the low and high end of Johns Hopkins University’s salary range for this position. Not all candidates will be eligible for the upper end of the salary range. Exact salary will ultimately depend on multiple factors, which may include the successful candidate's geographic location, skills, work experience, market conditions, education/training and other qualifications. Johns Hopkins offers a total rewards package that supports our employees' health, life, career and retirement. More information can be found here: https://hr.jhu.edu/benefits-worklife/.

Education and Experience Equivalency
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 Completing Studies
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.

Background Checks
The successful candidate(s) for this position will be subject to a pre-employment background check. Johns Hopkins is committed to hiring individuals with a justice-involved background, consistent with applicable policies and current practice. A prior criminal history does not automatically preclude candidates from employment at Johns Hopkins University. In accordance with applicable law, the university will review, on an individual basis, the date of a candidate's conviction, the nature of the conviction and how the conviction relates to an essential job-related qualification or function.

Diversity and Inclusion
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
https://www.eeoc.gov/sites/default/files/2023-06/22-088_EEOC_KnowYourRights6.12ScreenRdr.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 https://accessibility.jhu.edu/.

Vaccine Requirements
Johns Hopkins University strongly encourages, but no longer requires, at least one dose of the COVID-19 vaccine. The COVID-19 vaccine does not apply to positions located in the State of Florida. We still require all faculty, staff, and students to receive the seasonal flu vaccine. 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. This change does not apply to the School of Medicine (SOM). SOM hires must be fully vaccinated with an FDA COVID-19 vaccination and provide proof of vaccination status. 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 upon 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.
Hybrid: On-site 3-4 days a week

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