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Requisition ID:  116366

Administrative Coordinator

The Johns Hopkins Krieger School of Arts and Sciences (KSAS) seeks an Administrative Coordinator who will support and perform general office management duties within the Zanvyl Krieger Mind Brain Institute. This position will work closely with and provide administrative support to PI’s, students, lab staff, and administrative staff. This position requires significant collaboration and coordination with others.


Specific Duties & Responsibilities


Process reimbursements for faculty, staff, students, and non-employees

  • Initiate expense reports for faculty, staff, students, and non-employee.
  • Complete wire request forms to initiate payments to oversee non-employees.


Process vendor invoices

  • Initiate online payment requests for approval by the department Administrator.
  • Follow transactions from initiation to completion to ensure accuracy.
  • Investigate missing checks for vendors and process stop payment or reissue requests when needed.
  • Complete wire request forms to initiate payments to oversee vendors when requested.
  • Initiate invitations through Payment Works and follow up on vendor numbers.


Process payments and track expenses

  • Process honorarium payment for lecturer/speaker in a timely manner.
  • Process FedEx shipments for the Institute and monitor FedEx accounts.
  • Process shopping carts and track packages.
  • Initiate shopping carts and purchase orders (PO) in SAP as needed.
  • Scan all shopping cart, reimbursement and check request paperwork for reconciliation purposes.
  • Track and log all incoming packages and distribute to labs.
  • Sort and distribute mail.


General Administration

  • Help maintain common areas.
  • Help set up for faculty and department meetings.
  • Holder and initiator of the departmental Pcard.
  • Assist with organizing lecture schedules.
  • Holder and initiator of department Pcard.
  • Assist with special projects as assigned by the Director, Administrative Manager, and faculty.
  • Other duties as assigned.


Special Knowledge, Skills, & Abilities:

  • Knowledge of the SAP system and of JHU policies and procedures; analytical skills in finance.
  • Ability to work independently and exercise sound judgment.
  • Must be highly organized and customer-service oriented.
  • Be able to multitask effectively.
  • Experience in laboratory supply and animal procurement/purchasing necessary.
  • Must be able to attend in-person orientation.
  • Must be personable, team-oriented, and able to collaborate effectively with faculty, staff, and students in a diverse setting.


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
  • Knowledge of the SAP system including purchasing, check request and travel reimbursements.

 

 

Classified Title: Administrative Coordinator 
Role/Level/Range: ATO 37.5/02/OE  
Starting Salary Range: $18.20 - $33.90 HRLY (Commensurate with experience) 
Employee group: Full Time 
Schedule: Monday - Friday, 8:30 am - 5:00 pm 
Exempt Status: Non-Exempt 
Location: Hybrid/Homewood Campus 
Department name: ​​​​​​​Mind Brain Institute  
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.
Hybrid: On-site 3-4 days a week

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