Administrative Coordinator

Location
Maryland, United States
Posted
16 Nov 2018
End of advertisement period
16 Jan 2019
Ref
12678
Contract Type
Permanent
Hours
Full Time

Role/Level/Range: ATO 37.5/02/OE 
Starting Salary Range: $17.25 to $23.72 per hour
Employee group: Full Time 
Schedule: M-F/7.5 
Exempt Status: Non-Exempt ​​​​​​​ 
Location: 01-MD:Homewood Campus 
Department name: 10001504-Ctr for Language and Speech Processing 
Personnel area: Whiting School of Engineering

General Description:

The Administrative Coordinator provides 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.

The Primary Duties and Responsibilities of the Job:

  • 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,  PCard ordering, PCard allocation (collect & match receipts to credit card statements), PCard 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 jcard access.  
  • Oversee the cleanliness of the front office and Center coffee room.
  • Other duties and projects as assigned.

Minimal Qualifications:

  • HS Diploma or equivalent.
  • Three years administrative experience required.
  • Additional education can substitute for experience.

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
  • Five years progressively responsible administrative experience required is preferred.

Special Skills and 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.

Applicants for this position may be required to complete skills assessments appropriate to position description.

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

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