Create Alert
Apply now »
Job Req ID:  112674

Sr. Administrative Coordinator

We are seeking a Sr. Administrative Coordinator who will provide administrative support to the Center for Language and Speech Processing. This person must maintain a high degree of professionalism and confidentiality, comfortably taking initiative and exercising independent judgment to resolve issues.


Specific Duties & Responsibilities

  • Manage the primary department telephone line, retrieve and relay messages to appropriate parties.
  • Greet and provide assistance to all parties doing business with the department as well as provide assistance to students and faculty.
  • Generate, submit, and track the following, Shopping cart orders, travel, Travel/Non-Travel reimbursements, P-Card ordering, P-Card allocation (collect & match receipts to credit card statements), P-Card reports (notify account holders for receipts needed), inventory and purchasing of office and kitchen supplies, setting-up new vendors in SAP, ordering parking passes, maintain electronic filing system for ease of retrieval.
  • Coordinate and assist with planning of special projects, i.e. CLSP Summer Workshop Planning Meeting, CLSP Summer Workshop, Recruitment Weekend, new HLT Master’s Program and other Center events.
  • Make room reservations as requested.
  • Follow up with faculty each semester to determine if they plan to maintain the same date/time/room for lab meetings/reading groups.
  • Process Service Requests with University Facilities department for issues such as light outage, room temperatures, recycling pick up, etc.
  • Create and send out announcements for CLSP external speaker seminars for fall and spring semesters.
  • Create and send out meeting schedule sign-ups for external seminar speakers.
  • Responsible for sorting and distributing the department’s incoming mail and packages.
  • Monitor and maintain office supplies (copy paper, coffee supplies, stationary, etc.) for the office.
  • Maintain the departmental key distribution and provide access to rooms using J-card access. Oversee the cleanliness of the front office and Center coffee room. Other duties and projects as assigned.
  • Serve as the international employee liaison and manage the visa process for all international appointments to include the communication and coordination with third-party visa sponsors and the Johns Hopkins Office of International Services
  • Manage all HR payroll activities for PhD students and post doctorial appointments. Prepares all payroll documents, hiring and termination, including ISR’s, EA’s and E-forms.
  • Tracks appointments for terminations and re-appointment.
  • Process all reimbursements and other expenses for visiting speakers.
  • Coordinate and plan department and center related events including the JSALT summer workshop.
  • Prepare all materials for meetings, educational seminars, training programs, community forums, and conferences.
  • Coordinate and arrange travel for multiple center events including PhD visits, workshop meetings and JSALT Summer Workshop participants.


Special Skills & Knowledge

  • Demonstrated ability to work independently and as part of a team.
  • Excellent organizational skills, analytical and problem-solving abilities, and attention to detail.
  • Ability to work for long periods of time without direction, prioritize own work and to work with flexibility on several tasks simultaneously in order to meet various concurrent deadlines.
  • Excellent computer literacy skills (Excel, Word, PowerPoint preferred) and ability to learn new software.
  • This position requires excellent writing and verbal communication skills; also, with exceptional attention to detail, strong interpersonal skills, and ability to work as part of a team.
  • Ability to work in a dynamic, fast-paced environment and respond quickly to changing priorities.


Minimum Qualifications
  • High School Diploma or graduation equivalent.
  • Five years progressively responsible administrative experience.
  • Additional education may substitute for required experience, to the extent permitted by the JHU equivalency formula.


JHU Equivalency Formula: 30 undergraduate degree credits (semester hours) or 18 graduate degree credits may substitute for one year of experience.



Preferred Qualifications
  • Bachelor’s Degree.
  • Applicants for this position may be required to complete skills assessments appropriate to position description.

 

 

Classified Title: Sr. Administrative Coordinator 
Job Posting Title (Working Title): Sr. Administrative Coordinator   
Role/Level/Range: ATO 37.5/03/OF  
Starting Salary Range: Min $21.00 - Max $36.50 HRLY (Commensurate with experience) 
Employee group: Full Time 
Schedule: 37.5 hrs/wk, M-F 
Exempt Status: Non-Exempt 
Location: Hybrid: On-site 3-4 days a week 
Department name: 10001504-Ctr for Language and Speech Processing 
Personnel area: Whiting School of Engineering 

 

 

Total Rewards
The referenced salary range is based on Johns Hopkins University’s good faith belief at the time of posting. Actual compensation may vary based on factors such as geographic location, work experience, market conditions, education/training and skill level. Johns Hopkins offers a total rewards package that supports our employees' health, life, career and retirement. More information can be found here: https://hr.jhu.edu/benefits-worklife/.

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:
https://www.eeoc.gov/sites/default/files/2023-06/22-088_EEOC_KnowYourRights6.12ScreenRdr.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 https://accessibility.jhu.edu/.

Johns Hopkins has mandated COVID-19 and influenza vaccines, as applicable. The COVID-19 vaccine does not apply to positions located in the State of Florida. 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 upon 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.
Hybrid: On-site 3-4 days a week

Apply now »