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Job Req ID:  105837

Administrative Coordinator

We are seeking an Administrative Coordinator who provides high-level administrative support to the Department of Economics. This person must maintain a high degree of professionalism and confidentiality, comfortable taking initiative and exercising independent judgment to resolve issues.


Specific Duties & Responsibilities


Administrative

  • Manage the primary department telephone line, retrieve and relay messages to appropriate parties.
  • Serve as initial contact for visitors, faculty, staff, and students.
  • 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.
  • Coordinate service requests, i.e., for facilities, maintenance, housekeeping, telecommunications, etc. for faculty, staff, and student offices. 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.
  • Reserve rooms for exams, review sessions, visitors, seminar speakers and other activities.
  • Maintain calendar for classroom use.
  • Order textbooks from bookstore and publisher.
  • Draft and prepare for signature, office communications as well as proof read and edit confidential and sensitive information.
  • Maintain electronic files and record keeping systems related to Alumni, financial transactions, and other department related data.
  • Assist in defining and documenting standard office policies and processes for the department.
  • Assist Academic Program Coordinator with Course Scheduling.
  • As needed, provide special project support to the department Chair, Administrative Manager, and Academic Program Coordinator.
  • Other duties and projects as assigned.


Scheduling/Event Planning

  • Coordinate all aspects of guest lecturer/other visitors visits including communicating details to invitees, reserving hotel rooms, making lunch or dinner reservations, ordering refreshments, coordinating schedule of meetings with faculty, updating the online calendar, website, and advertising seminars to various email lists.
  • Assist in the scheduling of weekly seminar lunches and meetings. This will include scheduling meeting space, ordering food, set and clean up, set of video conferencing equipment.
  • Coordinate and assist with planning of special projects and events, office activities, and committee meetings as requested.


Financial

  • Using SAP shopping cart or P-card, order and maintain standard office supplies.
  • Process Travel/non-travel reimbursements, check requests, students’ payroll, computer and software orders.
  • Assist in reconciling department non-sponsored accounts.


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 and procedures, calendar and travel support, 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 computer literacy, word processing, spreadsheet, database, and presentation software skills (Word, Excel, and PowerPoint).
  • Excellent writing and verbal communication skills. Proven ability to multi-task and process data quickly with a high level of accuracy.

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: M-F/37.50 per week 
Exempt Status: Non-Exempt 
Location: ​​​​​​​Homewood Campus 
Department name: ​​​​​​​Economics  
Personnel area: School of Arts & Sciences 

 

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.

 

 

Homewood Campus