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Job Req ID:  114522

Administrative Coordinator

We are seeking an Administrative Coordinator for the Department of Modern Languages and Literatures works largely independently to perform a range of critical and detail-oriented administrative tasks for the department. The Administrative Coordinator works closely with the Administrative Manager to ensure efficient daily operations for the Department in areas such as event planning, communications, building/facilities management, and general administrative office support. In addition to providing administrative support for Modern Languages and Literatures, this position also supports the Center for Jewish Studies and the Center for Advanced Media Studies. This position is responsible for event and visitor planning and communications, must be able to focus amidst consistent interruptions, and must be able to prioritize multiple projects and deadlines. This position serves as the first point of contact for visitors to the department and must manage the department’s main line and inbox courteously and professionally.


*This position is fully onsite, Monday through Friday, 8:30 a.m - 5:00 p.m., but may have the option to transition to hybrid, depending on departmental needs and university operations and following the successful completion of the probationary period.


Specific Duties & Responsibilities


Event and Visitor Planning

  • Plan, coordinate, execute, and/or assist with all aspects of departmental and/or Program events, including securing the appropriate venue for each event; work with the caterer to plan an appropriate menu, with budget and dietary restrictions in mind; circulate announcements/invitations to the event; record RSVP and/or attendance as necessary; assist with venue set-up and/or clean-up as appropriate.
  • Provide backup administrative support, if necessary, for the Colloquium series, which may include any of the following components for each visit: making travel arrangements for incoming speakers; making hotel reservations for incoming speakers; scheduling the itineraries for the speakers; ordering catering for the event; ensuring talks are recorded and recordings are made available to the department; circulating the announcements and updating the department’s online event calendar.
  • Provide administrative support for official department visitors (faculty search candidates, or other departmental visitors) including: making travel arrangements for the incoming visitors; making hotel reservations for the incoming visitors; scheduling detailed itineraries for all visitors; arranging for all catering and/or meals during the official visit; securing locations for job or chalk talks; ensuring talks are recorded and recordings are made available to the department; circulating announcements regarding the events to the appropriate listservs.


Communications

  • Solicit and organize course information for each academic term to promote courses.
  • Assist with communications efforts for the Program.
  • Maintain the Program’s website.


Building/Facilities Management

  • Serve as one of the key coordinators for the department; accurately maintain inventory of departmental keys including current and accurate lists of keys and key holders; order new keys as necessary and pick them up from Facilities when ready.
  • Coordinate facilities, maintenance, and custodial services as necessary for all departmental spaces.
  • Coordinate all recycling requests (furniture, electronic, or “regular” recycling).
  • Under the direction of the Administrative Manager, coordinate details for office moves as necessary.
  • Initiate telecommunications service requests.


General Administrative Support

  • Sort and distribute incoming mail daily.
  • Corroborate and receive incoming package deliveries; sign receipts for deliveries; label packages and organize in a tidy manner out of the flow of traffic; alert recipients that they have a package(s) for pick up.
  • Arrange for outgoing courier packages.
  • Arrange and coordinate large-volume shredding/document destruction for the entire department.
  • Email and/or post announcements and other appropriate communication to relevant members of the department.
  • Maintain departmental calendar and room schedules (in conjunction with the Academic team).
  • Maintain inventory of office supplies.
  • Initiate shopping carts and manage purchase orders, including completing goods receipts as required and/or resolving PO-related discrepancies.
  • Maintain departmental records (paper and electronic) as appropriate.
  • Maintain and manage copier codes for departmental users on a semester-by-semester basis; provide monthly reports to departmental financial staff as necessary for billing.
  • Update directory information on the departmental website.
  • Maintain departmental phone and email directory; update departmental mailboxes as necessary.
  • Organize and maintain departmental common spaces (multipurpose room, copier areas, storage areas).


Department Reception

  • Answer main department telephone; triage calls or take messages as appropriate; provide correct information to callers.
  • Triage department emails and directly manage requests from faculty, staff, students, and the general populace.


Special Knowledge, Skills, & Abilities

  • Fluency in MS Office suite; Adobe; email and instant messenger platforms; internet; and electronic calendaring systems.
  • Ability to retain focus on tasks at hand while supporting a large department; ability to work with interruptions.
  • Ability to prioritize workload and manage multiple tasks and projects in parallel.
  • Ability to maintain confidential information.
  • Ability to work independently with minimal oversight.
  • Excellent organizational skills; ability to enter data with zero to minimal errors.
  • Professional in-person and phone demeanor; ability to communicate clearly both orally and in written form.


Level of Independent Decision Making

  • Position is required to independently review and vet financial transactions for appropriateness and completeness.
  • Position is required to independently manage priorities and set timelines in advance of deadlines and events.


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
  • Previous work in an academic/higher education setting.
  • Knowledge of JHU as an enterprise.
  • Previous experience with SAP.

 

 

Classified Title: Administrative Coordinator 
Role/Level/Range: ATO 37.5/02/OE  
Starting Salary Range: $18.00 - $25.75 - $33.50 HRLY (Commensurate with experience) 
Employee group: Full Time 
Schedule: Monday - Friday, 8:30 am - 5:00 pm 
Exempt Status: Non-Exempt 
Location: Homewood Campus 
Department name: ​​​​​​​Modern Languages and Literatures  
Personnel area: School of Arts & Sciences 

 

 

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.
Homewood Campus

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