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Job Req ID:  5182

Administrative Coordinator

Role/Level/Range: ATO/02/OE
Starting Salary Range: $16.91-$23.25 per hour
Employee group: Full Time
Schedule: M-F / 8:30-5pm; overtime required during peak periods -student move-in/out and student room selection proces
Employee subgroup: Non-Exempt
Location: Baltimore, MD
Department name: Community Living Housing
Personnel area: Homewood Student Affairs

 

 

General Summary:

 

Coordinates and supports critical AMR II Housing Office functions. Exercises ability to multitask while prioritizing tasks independently. Excellent customer service skills are necessary to provide pleasant friendly service to students, parents, vendors and other visitors. Supports marketing communications; manages and maintains the facilities database for maintenance requests in the AMR II Housing Office; exercises independent judgment; supports Assistant Director of Student Housing, and Director of Housing and Operations as needed.

 

Essential Job Functions:

 

AMR II Housing Office Functions/Incoming Freshman Housing Process

  • Manages the front desk operations of the AMR II Housing Office.  Receives and responds to all incoming calls, emails, and walk-ins regarding student and parent questions and concerns.
  • Coordinates facilities operations in the AMR II Housing Office. Serves as the first contact for students, facilities staff, contractors and parents; receives work requests, prioritizes and dispatches work to appropriate staff and contractors; creates reports; manages the work management tracking system
  • Merge, edit, and send correspondence to students, parents, and staff in regards to incoming freshman process, Health and Safety Checks, warning notices, Damage Billing, medical letters, and closedown periods.
  • Proofread and make edits to the incoming freshman website and portal information utilizing digital photography, scanning, and appropriate web development software.
  • Assist in the management of the incoming freshman housing assignment and waitlist processes.
  • Produce highly polished Housing and Dining marketing materials, primarily for incoming freshman move in, facilities advertisements, and health and safety checks
  • Assist with the management and operations of the AMR II Mailroom in the absence of the AMR II Mailroom Staff
  • Assists with the management and tracking of signing out keys, access cards, and vacuums to students living in the AMR Area.  Responsible for the organization and management of lost keys or access cards
  • Assists with the management and troubleshooting of the AMR residence hall card access system. 
  • Develops and maintains customer refund system for vending and laundry

 

Administrative/Financial Support

  • Provides general administrative support to the Assistant Director of Student Housing and Director of Housing and Operations.
  • Manages the AMR II Housing Office administrative duties such as supply orders, maintaining calendars for staff, scheduling meetings, etc.
  • Manages high volumes of telephone calls, emails, and provide service for walk-in service requests
  • Utilizes strong verbal and written communication skills as well as proficient computer skills
  • Tracks and sends billing statements for students lost keys, access cards and some damage billing; tracks charges, develops summaries and identifies issues of concern
  • Assist with customer service surveys monthly to assess student satisfaction with facilities work that was reported. 
  • Assist with the laundry mystery washer program for residents of the all residence halls.
  • Help coordinate weekly Student Feedback Friday functions in student dining hall, consisting of a question of the week to determine student’s thoughts and satisfaction regarding various housing related issues.
  • Receives payments for lost keys, vandalism charges, and other forms of payments
  • Communicates with a variety of audiences regarding housing information,  policies, customer complaints and other sensitive issues
  • Assists with the hiring and supervision of student employees
  • Operates personal computer to access e-mail, electronic calendars, and other basic office support software
  • Other duties as assigned 

 

Scope of Responsibility:

 

Knows and understands the formal and informal departmental goals, standards, policies and procedures which may include some familiarity of other departments within the school/division. Demonstrates sensitivity to the interrelationship of both people and functions within the department.

 

 

Qualifications

 

High School diploma/GED required. BA/BS preferred.·Three years of related experience required. Minimum of 2 years of experience in customer service or  work in a collegiate environment preferred.  Additional education may be substituted for years of work experience.

 

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.

 

Special Skills and Knowledge:

  • Strong administrative/organizational skills, exceptional customer service skills, excellent computer skills - report writing, desktop publishing, webpage design, word processing and spreadsheet.  Excellent communicate skills are a must.
  • Ability to efficiently multitask and prioritize while handling high volumes of telephone calls and provide service for walk-in service requests. 
  • Must have strong verbal and written communication skills as well as proficient computer skills.  Ability to act independently on own initiative and must be flexible to handle multiple tasks. Excellent customer service skills are necessary to provide pleasant friendly service to students, parents, vendors and other visitors.

 

 

 

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 HR Business Services Office at jhurecruitment@jhu.edu. For TTY users, call via Maryland Relay or dial 711.

 

The following additional provisions may apply depending on which campus you will work.  Your recruiter will advise accordingly.

 

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.

 

Equal Opportunity Employer
Note: Job Postings are updated daily and remain online until filled. 

 

EEO is the Law
Learn more:
https://www1.eeoc.gov/employers/upload/eeoc_self_print_poster.pdf
Important legal information
http://hrnt.jhu.edu/legal.cfm

 

Homewood Campus

Job Postings are updated daily and remain online until filled.
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 HR Business Services Office at jhurecruitment@jhu.edu. For TTY users, call via Maryland Relay or dial 711.

The following additional provisions may apply, depending on at which campus you will work. Your recruiter will advise accordingly.

  • 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.

Equal Opportunity Employer
EEO is the Law. Learn more: https://www1.eeoc.gov/employers/upload/eeoc_self_print_poster.pdf
Important legal information: http://hrnt.jhu.edu/legal.cfm


Nearest Major Market: Baltimore

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