Administrative Coordinator - Casual
The Administrative Coordinator serves as a resource dedicated to providing support for general office needs. As the first point of contact, the Administrative Coordinator is accountable for executing defined standard processes i.e. greeting and sign-in, sign-out of visitors, answering phones, granting visitor badges, data entry, generation of support tickets for setup of office equipment, request forms, etc.
The incumbent will be accountable for providing exceptional customer service, security and administrative support required to ensure the efficiency of general office activities and effective resolution of routine problems / issues. Escalates and routes non-standard or complex activities to the correct point of contact for resolution.
Responsibilities:
Reception
- Acts as the first point-of-contact to visitors
- Welcomes visitors by greeting them in person or on the telephone
- Answers, screens and directs telephone inquiries and takes messages as appropriate
- Directs all visitors including vendors, clients and employment candidates to their destinations by maintaining an employee directory
- Directs caterers to the appropriate destination and notify office contact of their arrival
- Executes lobby security procedures by monitoring visitor access / logbook and issuing visitor badges
- Maintains a safe, clean reception area and conference room
- Exercises discretion / diplomacy / tact in correspondence all matters of confidentiality with internal / external stakeholders; escalates issues as required
Administrative Support
- Identifies, recommends and effectively executes standard administrative practices to support activities within the functional area
- Schedules / organizes meetings, events, conferences, travel for staff
- Prepares, formats, edits, and / or disseminates information, documentation to / for appropriate contacts
- Raises administrative issues and recommends opportunities for improvement i.e. processes, tools, forms, tracking, etc.
- Conducts due diligence and timely follow-up activities to ensure the timely delivery, satisfaction of administrative activities / services
- Maintains the secure storage of sensitive, confidential information in accordance with record keeping best practices
- Mailing and receiving confidential documents
- Restock and organize the break room to ensure it is clean and fully supplied at all times
Special Knowledge, Skills, and Abilities:
- Energetic and positive attitude with strong interpersonal skills
- Experience working in an international multicultural environment, preferably in a professional office setting performing similar duties
- Good/excellent typing 30 wpm and document management skills
- Experience using a multi-line phone
- Experience working in fast-paced dynamic environment
- Interest in international development and healthcare issues
- Highly dependable
- Ability to recognize sensitive information and maintain confidentiality
- Proficient in Word, Outlook and Excel
Minimum Qualifications
- High School Diploma or graduation equivalent
- Two years related experience
- Additional education may substitute for required experience and additional related experience may substitute for required education beyond HS Diploma/Graduation Equivalent, to the extent permitted by the JHU equivalency formula
Preferred Qualifications
Bachelor's Degree preferred
Classified Title: Administrative Secretary
Job Posting Title (Working Title): Administrative Coordinator - Casual
Role/Level/Range: ATO 37.5/02/OD
Starting Salary Range: $21.29 - $25.48 Commensurate with Experience
Employee group: Casual / On Call
Schedule: Mon - Fri 8:30 am -5:00 pm
FLSA Status: Non-Exempt
Location: Jhpiego
Department name: 60000072-Facilities FAC
Personnel area: Academic and Business Centers