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Job Req ID:  107465

Administrative Coordinator

Johns Hopkins Facilities and Real Estate (JHFRE) Design & Construction Department (D&C) is responsible for management of the design, construction and occupancy for all new construction, major projects, renovations, and capital renewal projects on the historic JHU Homewood campus, Mount Washington campus, JH at Eastern, JH at Keswick, Washington DC campus, Montgomery County Campus, Bayview campus and for all university schools and divisions, except the School of Medicine and Applied Physics Lab.  The Department collaborates with a broad constituency of Hopkins Deans, Department Chairs, Trustees, Faculty, Researchers, Senior Administrators, and Directors as well as outside architects, engineers, and constructors to ensure that project management processes support the completion of projects on time and within budget.


JHFRE Design & Construction is seeking an Administrative Coordinator to provide administrative support for the department, including back-up support to the Front Desk and to other JHFRE Administrative Coordinators. The Administrative Coordinator will report to the Senior Administrative Coordinator.


Specific Duties & Responsibilities 

  • Provides support to D&C staff, including scheduling, calendar coordination, document preparation, filing and meeting support. Specifically for meeting support, makes arrangements for meeting rooms, AV equipment, refreshments, full lunches when needed, and/or travel where necessary.
  • Works closely and collaboratively with all JHFRE Administrative Coordinators to prioritize internal and external scheduling requests and share general office administrative duties, as assigned.
  • Makes conference, meeting, and travel arrangements as necessary. Prepares and submits associated expenses and reports related to the conference, meeting, and travel. Reconciles expenses for travel.
  • Orders and track delivery for office supply and misc orders for D&C staff and projects.
  • Provides support and fields calls and emails for general inquiries and direct information.
  • Supports special projects, data entry, and project documentation, as needed.
  • Collaborates with the D&C Senior Administrative Coordinator, providing planning, problem solving, back-up, and other related issues.


Special Knowledge, Skills & Abilities

  • Must be able to handle multiple assignments, address needs and conflicts as they arise.
  • Excellent oral and written communication skills.
  • Excellent organizational skills
  • Proficiency in Microsoft Office, Excel, PowerPoint, etc.
  • Ability to learn new computer systems including university financial system (SAP) and project management software (PMWeb).
  • Strong ability to prioritize tasks and track status.
  • Professional attitude and appearance, diplomacy and courtesy.
  • Ability to manage confidential information.


Scope of Responsibility

  • Knowledge of policies, procedures, and practices necessary to conduct the normal function of the department. This is a cross-functional support role.


Decision Making

  • Independent judgment, self-starter, requires minimum-to-moderate supervision.


Authority

  • Does not direct the activities of staff.


Communication

  • Ability to interact with all levels of University personnel and external contacts.


Physical Requirements

  • Must be able to remain in a stationary position for extended periods of time.
  • Ability to operate a computer and other equipment on a frequent basis.
  • Ability to frequently communicate with coworkers.
  • Ability to move about.


*This description is a general statement of required major duties and responsibilities performed on a regular and continuous basis. It does not exclude other duties as assigned.



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
  • Prior work experience in the facilities and/or real estate fields.

Classified Title: Administrative Coordinator   
Role/Level/Range: ATO 37.5/02/OE  
Starting Salary Range: $17.95-$25.30-$32.60 HRLY (Commensurate with experience) 
Employee group: Full Time 
Schedule: Monday - Friday 7.5 
Exempt Status: Non-Exempt 
Location: ​​​​​​​Hybrid/JH at Keswick 
Department name: ​​​​​​​Design & Construction  
Personnel area: University Administration 

 

Total Rewards
The referenced salary range is based on Johns Hopkins University’s good faith belief at the time of posting. Actual compensation may vary based on factors such as geographic location, work experience, market conditions, education/training and skill level. 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/

 

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. 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.

 

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.

 

 

Hybrid