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Job Req ID:  2094

Executive & Administrative Coordinator

Classified title:  Sr. Administrative Coordinator

Working title: Executive & Administrative Coordinator

Role/Level/Range: AT0/03/OF

Starting Salary Range: $19.24 - $26.47 per hour

Employee group:  Full Time

Location: Baltimore, MD

Schedule:  M-F 7.5 hrs/day

Employee subgroup: 02 Non Exempt

Department name:  Johns Hopkins University Press

Personnel area:  Academic and Business Centers

 

General Description

 

This position provides high-level administrative support for the Director of JHU Press and overall administrative and human resource duties for the entire JHU Press.  This position is responsible for administrative function of the Director’s office including communications, special event planning, scheduling, travel, and daily administrative support for the senior leadership team.  The position is also responsible for day-to-day human resource communication, including new hire coordination, payroll transactions, FMLA requirements, and overtime processing.

 

Essential Roles and Responsibilities:

 

  • Provide administrative support for special projects and initiatives led by the Director, including strategic planning, donor support, and executive group meetings.
  • Serve as the primary point of contact for the Director’s office including triaging incoming calls and monitoring public mail.  Notify staff members and departments when appropriate and coordinate and monitor responses to calls and public mail to ensure each situation is handled efficiently and professionally.
  • Manage all incoming and outgoing communications in the Director’s office including preparing, writing, and editing letters, memos, and other correspondences. Coordinate with other departments on all communications to internal and external audiences being sent out under the Director’s name.
  • Manage the Director’s calendar and scheduling individual, group, and committee meetings.
  • Prepare the Director for a wide range of meetings and presentations by preparing and/or coordinating briefing materials and agendas.
  • Manage the domestic and international travel and travel reimbursement for the Director as well as guests, candidates, and other JHUP personnel.
  • Manage communication between JHU Press and JHU Human Resources to coordinate new position hiring, terminations, student workers, and FMLA procedures.
  • Process all overtime, supplemental payments, and payroll related transactions within SAP system.
  • With Director, JHU Press & Director of Finance, coordinate and administer annual employee review process and spreadsheets.
  • Oversee personnel files for all JHU employees.
  • Provide new hire orientation for new employees to JHU Press.
  • Schedule, coordinate, and serve as the primary on-site contact for special events such as meetings, events, and parties. Assist with departmental special activities and events, including providing onsite support.
  • In collaboration with the Director develop agendas for staff meetings and advisory board meetings and coordinate all arrangements and presentations, Provide word processing, document management, and layout/formatting support for PowerPoint presentations and similar documents, liaising with teams as needed.
  • Contribute to the customer service-oriented atmosphere within the division and serve as liaison to other departments and administrative coordinators when needed or requested.
  • Develop and maintain an efficient and secure filing and document retention plan for the Director’s office. 
  • Provide phone coverage during normal business hours (Monday-Friday, 8:30 am to 5:00 pm)
  • All other duties as requested.

 

 

Qualifications

 

High School Diploma required.  Bachelor’s degree preferred. +5 years previous experience providing administrative support to multiple executive-level staff members.

 

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 Knowledge, Skills, and Abilities:

 

  • Ability to work independently with little direct supervision.
  • Capable of keeping information, circumstances, and decisions highly confidential.
  • Ability to set priorities and manage multiple projects concurrently.
  • Discretion in handling sensitive situations and personnel issues.
  • Excellent communication skills. 
  • Experience with Microsoft Office applications and Web-based communication platforms.
  • SAP experience a plus.

 

Physical Requirements for the Job:

  • Occasional movement about the office to access file cabinets,office machinery, various workstations,  including movement from floor to floor using elevators and stairs.
  • Constantly operates a computer and other office productivity machinery, such as a copy machine and printer.

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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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