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Job Req ID:  2355

Administrative Secretary

Role/Level/Range: ATO/2/OD

Starting Salary Range ($s): $14.81 - $20.38/hour

Employee group: Full time

Schedule: Monday – Friday, 8:30am – 5pm

Employee subgroup (FLSA Status): Non-exempt

Location: Keswick

Department name: JHFRE Administration 

Personnel area (School): University Administration


General Summary:


Provides administrative and secretarial management support to Johns Hopkins Facilities & Real Estate (JHFRE), especially special project support for management, such as presentation PowerPoints and Excel spread sheets.  Position is located at Front Desk, serving as first point of contact for all phone calls and visitors, including vendors, contractors, Deans, and other University Administration and Staff.


Essential Job Functions:

  • Advance working knowledge and skills in PowerPoint, Excel, and Adobe.  Working closely with management, primary responsibility will be to create, edit, finalize and print special presentations supporting the Vice President of Facilities and Real Estate and other management staff.
  • At the Front Desk, this position will greet visitors, answer telephone, screen callers, and relay messages, as well as open, sort, and distribute mail (when necessary) for all departments within JHFRE – Planning, Design & Construction; Real Estate; Plant Operations, including the associated shops on the Homewood Campus; Transportation Services; Finance & Administration; and the Office of the Vice President.
  • Operate office equipment such as photocopier, fax machine, postage meter, calculator, and coordinate the servicing and ordering of supplies for all office equipment.
  • Maintain in working functions the five conference rooms, assuring general order of the conference rooms at the end of the day.
  • Maintain the kitchen, specifically – order all supplies, general condition and cleanliness, maintenance and performance of appliances.
  • Process P-card orders and petty cash requests for all departments within JHFRE.
  • Order all supplies, from paper and print cartridges to coffee and other kitchen products.
  • Maintain calendars and schedule use of all meeting rooms, as well as the vehicles and bicycles
  • Maintain all requirements for vehicles such as inspections, emissions, registrations, tags
  • Operate office equipment such as photocopier, fax machine, postage meter, calculator, and coordinate the servicing of all office equipment
  • Maintain in working functions the five conference rooms, assuring general order of the conference rooms at the end of the day.


Scope of Responsibility

  • Knows the informal policies, procedures, and practices necessary to conduct the normal function of a specific section, unit, or work area.
  • Is sensitive to the interrelationship of both people and functions within the Department.
  • Is sensitive to importance of relationships between JHFRE and the wider Hopkins community.


Decision Making

Carries out duties and responsibilities with limited supervision.  Establish work priorities relative to level of importance.



Exchanges routine and non-routine information using tact and diplomacy as appropriate.  Good oral and written communication skills are essential as this position is often an “ambassador” for JHFRE.



High school diploma required.



Two years of related experience required. Additional education may substitute for required experience, to the extent permitted by the JHU equivalency formula.  Skilled, advanced knowledge of Microsoft Word, PowerPoint, Excel, and Adobe as well as ease of learning new software programs such as SAP – required for making travel arrangements and submitting expenses.


Physical Requirements:

  • Must be able to remain in a stationary position for extended periods of time.
  • Ability to operate a computer and other equipment on a frequent basis.
  • Ability to frequently communicate with coworkers.
  • Ability to move about.




JH at Keswick

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 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.

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