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Job Req ID:  114521

Administrative Coordinator

We are seeking a highly qualified and professional Administrative Coordinator to support students and staff in our Washington, DC, location. The Administrative Coordinator is responsible for the coordination of a wide range of administrative duties and projects and providing event support for the Student Resources Suite. Duties require customer service, problem-solving, attention to detail, initiative, and discretion. The candidate must be able to work proactively and independently, exercise good judgment, and work with multiple interruptions while remaining on task. May perform duties of a sensitive and confidential nature.


Specific Duties & Responsibilities

  • Serve as the main point of contact for the fourth-floor front desk and greet all visitors to the Student Resources Suite in a friendly, professional, and proactive manner.
  • Serve as the first point of contact for all telephone calls that come into the campus.
  • Respond to basic current student inquiries and direct them to the appropriate contact.
  • Respond to schedule or room changes by assisting departments in posting campus notices.
  • Track and distribute UPass transportation cards.
  • Gather check-in data for the creation of analytical reporting.
  • Serve as liaison for onboarding/offboarding staff in Student Resources Suite.
  • Update and maintain the Student Resources Suite staff directory and workstation/office assignment floorplans.
  • Serve as the liaison for training any new staff on the use of visitor management software.
  • Use SIS (Integrated Student Information System) to obtain student information and run student reports.
  • Work collaboratively to build relationships across all JHU schools and outside entities to coordinate and manage tasks and projects.
  • Communicate with staff and students regarding building policies and procedures.
  • Provide administrative support as needed, including setting up and maintaining record-keeping systems for the center, preparation of documents, assistance with mass mailings and emails, and sorting and distributing mail.
  • Hire and train student workers to assist at the receptionist desk.
  • Provide feedback and assessment of students’ work.
  • Assist departmental leadership with special projects as needed.
  • Other duties as assigned.


Special Knowledge, Skills, & Abilities

  • Able to work independently and as a team member and manage confidential information and sensitive situations.
  • Able to organize and maintain accurate electronic files and records.
  • Interest in mastering new software or online university systems related to scheduling.
  • Strong attention to detail with the ability to manage multiple projects.
  • Exceptional interpersonal, communication (written and verbal), and organizational skills necessary to collaborate effectively and build strong working relationships across the school and university, as well as with external constituents.
  • Ability to thrive in a fast-paced environment where multitasking is the norm and where the ability to juggle multiple tasks and competing priorities under pressure with poise and creativity in order to meet deadlines is essential.
  • Project management skills, with particular emphasis on the ability to be proactive, resourceful, and self-motivated.
  • Ability to use technology to create administrative efficiencies and an interest in staying technically current and mastering new software or university online systems.
  • Strong administrative skills, including a highly organized, detail-oriented approach to calendar management, data entry, and general executive support.
  • Proven skills working with a variety of software and web-based applications related to administrative work including large-scale communications scheduling, budgeting, project management, and data entry including but not limited to, Microsoft Suite (Word, Outlook, Excel, PowerPoint, Teams), Concur, SAP, Qualtrics, and Zoom.
  • Ability to collaborate effectively within a team dynamic as well as interact professionally and diplomatically with a diverse group of individuals internally and externally.
  • Must be agile and creative, able to adapt easily to new technologies.


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 with one year of administrative experience preferred.
  • Experience with MS Office is strongly desired.
  • Experience in a professional setting and an academic environment is a plus.

 

 

Classified Title: Administrative Coordinator 
Role/Level/Range: ATO 37.5/02/OE  
Starting Salary Range: $18.00 - $33.50 HRLY (Commensurate with experience) 
Employee group: Full Time 
Schedule: Monday-Friday 8:00am - 5:00pm 
Exempt Status: Non-Exempt 
Location: District of Columbia 
Department name: ​​​​​​​Student Affairs  
Personnel area: SAIS 

 

 

Total Rewards
The referenced base salary range represents the low and high end of Johns Hopkins University’s salary range for this position. Not all candidates will be eligible for the upper end of the salary range. Exact salary will ultimately depend on multiple factors, which may include the successful candidate's geographic location, skills, work experience, market conditions, education/training and other qualifications. 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/.

Education and Experience Equivalency
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 Completing Studies
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.

Background Checks
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.

Diversity and Inclusion
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/.

Vaccine Requirements
Johns Hopkins University strongly encourages, but no longer requires, at least one dose of the COVID-19 vaccine. The COVID-19 vaccine does not apply to positions located in the State of Florida. We still require all faculty, staff, and students to receive the seasonal flu vaccine. 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. This change does not apply to the School of Medicine (SOM). SOM hires must be fully vaccinated with an FDA COVID-19 vaccination and provide proof of vaccination status. 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.
JHU-Washington, DC

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