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Job Req ID:  103618

Administrative Coordinator

We are seeking an Administrative Coordinator who will provides administrative and event support for the Department of Computer Science, the JHU Information Security Institute, and other affiliated groups. The ideal candidate for this position must possess a high degree of professionalism and confidentiality, be able to work in a demanding, fast-paced, and collaborative work environment, as part of a support team committed to excellence and customer service, must be able to identify and resolve administrative problems and issues, and be comfortable taking initiative and exercising independent judgment to resolve issues. This position requires the ability to apply a high level of interpersonal skills to effectively execute the various job responsibilities. This position will deal with sensitive and confidential information and must exercise proficiency and discretion.


Specific Duties & Responsibilities


Administrative

  • Serve as the first point of contact for all visitors and correspondents (in person, telephone calls, electronic, etc.) Greet and assist all parties doing business with the department as well as provide assistance to students and faculty.
  • Manage the primary department telephone line, retrieve and relay messages to appropriate parties.
  • Receive and distribute mail and packages that are delivered to the office. Manage the distribution and tracking of keys, swipe-card access, and parking passes.
  • Serve as a general resource for all direct inquiries from a variety of constituents including faculty, students, board members, donors, visitors, prospective faculty, and prospective students, providing information on department policies, procedures and related activities.
  • Coordinate service requests, i.e. for facilities, maintenance, housekeeping, telecommunications, etc. for faculty, staff, and student offices and labs. Follow up on requests to ensure completion.
  • Provide office support to faculty, staff, and students including copier/printer issues and mail and package delivery questions.
  • As requested, provide calendar support for the Department Head, scheduling meetings with faculty, students and staff.
  • Assist with departmental onboarding of new faculty, researchers, and staff. Maintain checklist for each new employee ensuring all points are covered during the first day and week of their employment.
  • Maintain electronic files and record keeping systems related to financial transactions and other department related data.
  • In conjunction with the department Administrator, review existing procedures, offer and discuss possible improvements and revise existing procedures to improve efficiency and workflow.
  • Other duties and projects as assigned.


Scheduling/Event Planning

  • Maintain electronic requests and scheduling for conference rooms in Malone Hall. Respond to requests for spaces in a timely manner and resolve scheduling

            conflicts.

  • Coordinate all aspects of guest lecturer visits including communicating details to invited speakers, reserving hotel rooms, making lunch and/or dinner reservations, ordering refreshments, coordinating schedule of meetings with faculty, updating the online seminar speaker calendar, CS website, and advertising departmental seminars to various email lists.
  • Assist in the scheduling and execution of monthly faculty meetings. This will include scheduling meeting space, ordering food, set up and clean-up, and set up of video conferencing equipment.
  • Coordinate, or assist with coordination of, and execute all aspects of various department, institute, and faculty related events including recruiting and orientation events, commencement reception, alumni events, student events, faculty conferences and workshops, faculty candidate visits, and the Masson Distinguished Lecturer and Krasnopoler lecture series. This may include, but is not limited to, room scheduling, food ordering, facilities requests for tables and custodial support, set up and clean up. Manage related costs and ensure prompt processing of payments to vendors as needed.


Financial

  • Using SAP Shopping cart or university pcard, order and maintain standard office supplies for the department.
  • Using SAP Shopping cart or university pcard, order and maintain supplies for 2nd floor kitchen and coffee service including weekly milk delivery and other coffee supplies.
  • Assist as needed with the collection and tracking of course assistant paperwork at the beginning of each semester.
  • Maintain electronic files and record keeping systems related to financial transactions and other department related data.
  • Maintain knowledge of University, WSE, and departmental policies and procedures for Purchasing, Accounts Payables and other administrative areas and ensure purchases and reimbursements are appropriate to the established policies.
  • May assist finance team with processing of check requests, reimbursements, and other purchases in times of high volume or being short staffed.


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 preferred.
  • 3 years progressively responsible administrative experience preferably in an academic setting.
  • Strong customer service orientation.
  • Knowledge of SAP, JHU policies, procedures, and administrative/financial systems preferred.


Special Knowledge, Skills, & Abilities

  • Knowledge of standard office equipment including personal computer, copier, printer, telephone, voicemail.
  • Strong customer service skills along with demonstrated interpersonal skills to transact with a range of internal and external constituents.
  • Demonstrated ability to work independently and as part of a team. Excellent organizational skills, analytical and problem-solving ability, and attention to detail. Ability to work for long periods without direction, prioritize own work. Ability to take initiative and work with flexibility on several tasks simultaneously and to meet various concurrent deadlines.
  • Proficiency in upholding a high level of confidentiality through adherence to established protocols and guidelines.
  • Exceptional oral, written and interpersonal communication skills. Proven ability to multi-task and process data quickly with a high level of accuracy.
  • Ability to interact effectively with faculty, staff and students from a variety of diverse backgrounds.
  • Excellent computer literacy, word processing, spreadsheet, database, and presentation software skills (Word, Excel, Access and PowerPoint). Experience providing management support including demonstrated ability to compose written and electronic communications.
  • Ability to sit for long periods and work at a computer.
  • Some lifting or moving of heavy items may occasionally be necessary. Applicants for this position may be required to complete skills assessments appropriate to position description.

Classified Title: Administrative Coordinator   
Role/Level/Range: ATO 37.5/02/OE  
Starting Salary Range: $17.95-$25.30 HRLY (Commensurate with experience) 
Employee group: Full Time 
Schedule: MTWTF 
Exempt Status: Non-Exempt 
Location: ​​​​​​​Hybrid/Homewood Campus 
Department name: ​​​​​​​Computer Science-PhD/Postdocs  
Personnel area: Whiting School of Engineering 

 

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.

 

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