Reporting to the Financial Analyst, the Administrative Coordinator will provide complex administrative assistance to the Director, Assistant Director, Managers, Assistant Managers, Supervisors, BU Employees and Non BU Employees in the areas of office and administrative support; purchasing and procurement; SAP transaction processing; communications support; contract administration support; budget assistance; event coordination/project management support; and other duties as assigned. The Administrative Coordinator will interpret operating policies; organize administrative matters and exercise independent judgment in the resolution of administrative problems for the Bloomberg School of Public Health. The successful candidate must be highly proactive and demonstrate the ability to work independently, maintain organization and efficiency of workflow through interactions with Facilities staff on administrative activities, and demonstrate professional and administrative conduct as a model for other office team members to ensure advance toward department/unit objectives.
Specific duties & responsibilities
Administrative Support to Environmental Services, Maintenance and Project Managers
Maintains calendar, schedules appointments and meeting rooms, makes travel reservations, etc.
Takes, posts, and distributes minutes of committee and departmental meetings.
Issue internal facilities request related to small furniture deliveries and removals.
Warehouse coordination of small furniture requests.
Support Project Specialist with small office reconfiguration and small laboratory requests.
Maintain and organize all potential vendor information coming from the JH Monthly Vendor Review Committee.
General communication to client letting them know that we have received their request.
Provide administrative support to the Project Team.
General Office Support
Screens and prioritizes incoming correspondence, phone calls, and visitors.
Processes departmental procurement requests. Places orders, verifies shipments, and resolves purchasing related issues.
Identifies and resolves administrative problems and issues. Develops and recommends administrative processes/procedures to assure efficiency. Interprets and communicates operating policies.
Registers staff for conferences and makes travel arrangements. Processes staff travel and business expenses.
Operates office equipment such as copier, fax machine, scanner, and calculator; coordinates the servicing of equipment.
Picks up and delivers materials as requested.
Scans office material and/or processes paperwork in SAP.
Researches and assembles materials for presentations.
Maintains shared calendar for staff.
Maintains records through filing, retrieval, retention, storage, compilation, updating and destruction. Establishes and maintains an organized filing system according to office procedures to ensure the expeditious retrieval of information.
Coordinates and assists with planning of special projects and events, office activities, and committee meetings as requested.
Serves as the backup to the Sr. HR Coordinator for KRONOS.
Assists that project team with data entry.
Serves as a general resource for all direct inquiries from a wide variety of constituents including providing information on Support Services-related activities, policies and procedures.
Administers daily operations (budget and billing verifications, changes, corrections, and updates) and provides complete follow-up and customer service to all JHSPH departments and entities.
Provides support to faculty and administrative staff in monitoring and reconciling department or unit expenses against budget.
Creates and maintains spreadsheets utilizing appropriate software applications.
Reviews and reconciles monthly expense statements, monitors monthly expenditures, and gathers supporting documentation for supervisor review and approval.
Locates and compiles information and formats reports, graphs, tables, records, and other sources of information.
Scope of Responsibility
Knows the informal and formal departmental goals, standards, policies and procedures which may include some familiarity of other departments within the school/division. Is sensitive to the interrelationship of both people and functions within the department.
On a regular and continuous basis exercises administrative judgment and assumes responsibility for decisions, consequences, and results having an impact on people, costs, and/or quality of service within a functional area.
High School Diploma/GED. Bachelor’s degree preferred.
Additional education may substitute for required experience, to the extent permitted by the JHU equivalency formula.
3 years related experience as an administrative coordinator or budget assistant.
Exceptional oral, written and interpersonal communication skills.
Demonstrated organizational skills with proven ability to effectively prioritize workload.
Proven ability to multi-task and process data quickly with a high level of accuracy.
Ability to work collaboratively as part of a team.
Ability to work effectively with faculty, staff and students from a variety of diverse backgrounds
Ability to take initiative and be proactive with workload and meet deadlines.
Excellent computer literacy, word processing, and spreadsheet skills.
Experience in administrative support in an office setting including calendaring; word processing; data research; travel arrangements; minutes; maintaining filing systems and working with confidential materials.
Previous work experience in administration at a higher education institution with a strong customer service orientation.
Knowledge of KRONOS
Basic knowledge of telecommunications
Classified Title: Administrative Coordinator
Working Title: Administrative Coordinator
Role/Level/Range: ATO 37.5/02/OE
Starting Salary Range: $17.25-$23.72
Employee group: Full Time
Schedule: M-F, 8:30A - 5:00P
Exempt Status: Non-Exempt
Location: 05-MD:School of Public Health
Department name: 10001053-Custodial Services
Personnel area: School of Public Health
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 firstname.lastname@example.org. 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.
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