Administrative Coordinator Johns Hopkins University United States

Administrative Coordinator

General Summary:

Provides administrative support to Community Living admin and staff, including special projects, office work flow, appointments, correspondence, budgets, data compilation and records control. May perform duties of a confidential nature. The position reports to the Executive Director of Student Auxiliary Services and provides administrative support to both the Executive Director and the Director of Housing Operations.


Essential Job Functions:


Administrative Support


Provide administrative support to the Executive Director of Student Auxiliary Services and the Director of Housing Operations.
Schedule appointments, manage calendars, and make detailed meeting arrangements.
Answer phones, update documents, and any other areas needed to support the success of these senior managers.
Deal with confidential information regarding students, staff, parents, and others.
Support departmental operations, this may include assisting with the responsibilities of an open position, coordinating a new area of responsibility, or conducting research by contacting other institutions,, students and/or review literature.
Respond to confidential requests and maintain confidential files; draft correspondence; produce reports, charts and other final drafts; Resolve problems and/or refer.
Plan /coordinate travel, meetings and special events.
Schedule meetings, appointments; record and maintain minutes of departmental meetings; handle calls, greet and assist visitors, maintain departmental records. Serve on departmental committees.
Provide support and/or manage special programs or projects as assigned.
Overtime required during peak academic periods such as student move in/out.

Community Living Support

Central point of contact for Community Living including managing incoming phone calls and email.
Direct inquiries to Community Living offices, including Housing, Dining, Scheduling and Events, Off Campus Housing, Residential Life, Technology, and Finance.
Maintain general understanding of all Community Living offices, including appropriate policies and procedures.
Engage with Community Living initiatives through administrative support and/or committee involvement.

Financial Support

Maintain financial reports and summarize data.
Assist with budget preparation and analysis.
Manage reimbursement requests for staff and students.
Complete all office supply orders and equipment requests.

Marketing Support


Produce standardized Community Living publicity materials including but not limited to fliers and posters.
Maintain an annual calendar of marketing materials that are produced annually; engage with staff to update materials, and sent to printer for production.
Collaborate with other Community Living staff to maintain on-branded materials throughout all Community Living areas.

Perform other duties as assigned.

Scope of Responsibility:


Knows and understands the formal and informal departmental goals, standards, policies and procedures which may include some familiarity of other departments within Community Living.
Demonstrates sensitivity to the interrelationship of both people and functions within Community Living.

Education:

High School Diploma/GED required, Bachelor's degree preferred.

Experience:


3 years related experience required. Additional education can be substituted for some experience.


JHU Equivalency Formula:


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


Excellent oral and written communication skills.
Ability to interact with students, parents and staff at all levels.
Experience with Microsoft Office and Adobe CS.
Strength in, writing, aptitude with computers and ability to learn new programs quickly.
Ability to create correspondence, & reports.
Ability to effectively handle multiple tasks, prioritize directives from several different sources, complete projects within given time frame, and organize daily workload according to new and developing situations.
Previous experience in a college environment preferred.


Classified Title:
Administrative Coordinator
Role/Level/Range: ATO 37.5/02/OE
Starting Salary Range: $17.25 - $23.72 per hour
Employee group: Full Time
Schedule: M-F / 8:30-5pm
Exempt Status: Non-Exempt
Location: 01-MD:Homewood Campus
Department name: 10001452-Community Living Operations
Personnel area: Homewood Student Affairs


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 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

Note: Job Postings are updated daily and remain online until filled.

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

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