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 am - 5:00 pm
Exempt Status: Non-Exempt
Location: 01-MD:Homewood Campus
Department name: 10001487-Department of Civil Engineering
Personnel area: Whiting School of Engineering

General Summary/Purpose:
The Administrative Coordinator will provide administrative support for chair, faculty, staff and students in the Department of Civil Engineering and associated centers. 

Specific Duties & Responsibilities:
Administrative:

• Provide office support to the chair of the Department, the administrative manager and faculty. Maintain chair’s calendar, schedule meetings and take phone messages daily.
• Draft department correspondence on an as needed basis. Answer phones, photocopying, filing, faxing, etc. Prepare and send correspondence and packages via messenger, FedEx, DHL and UPS. File all department correspondence, financial documents, etc…
• Front office contact for visitors, faculty, staff and students.
• Maintain department’s directory and database of faculty, staff, and visitors.
• Process broadcast emails as requested by faculty and staff. Update and maintain department mailing listservs.
• Supervise student worker(s) and intern(s) – train and delegate work.
• J-Card Access coordinator and point of contact. Disperse keys as requested and maintain and update key inventory database regularly.
• Process building service requests with university facilities department i.e., problems with HVAC, leaks, etc…
• Sort and screen mail, Pick up and deliver material. (routinely handle highly sensitive information and material, maintain atmosphere of strict confidentiality).
• Maintain office supply inventory and manage office equipment.
• Update the department’s bulletin boards.
• Maintain, assign, and update the department’s office space floor plan.
• Monitor and update the departmental website using WordPress in conjunction with the department’s Communication Specialist.
• Process appointment documents and visa applications for visiting scholars and postdoctoral fellowships.
• Coordinate the faculty search process – maintain applications, recommendation letters and all correspondence to applicant.
• Dropbox team account administrator (add new licenses, pay account, etc…).
• Other duties as assigned.

Financial:

• Purchase office, laboratory and research supplies through SAP for faculty, staff and students. Create purchase order or use Procurement Card (P-Card) and prepare goods receipts in SAP. Reconcile P-Card account for approval.
• Facilitate the addition of vendors and independent contractors into the SAP system and initiate foreign wire transfers as needed.
• Pay invoices using the on-line payment requester in SAP
• Process travel and expense reimbursements through SAP and petty cash forms for employees, non-employees and students.
• Assist with the reconciliation of accounts.

Meetings & Events:

• Schedule meetings and events for faculty and staff as requested and reserve rooms.
• Coordinate Advisory Committee correspondence and meetings.
• Assist faculty with scheduling department weekly seminars and the annual special event and lectures. Draft and disperse seminar announcements, schedule and coordinate visits of speakers – hotel arrangements, process honorariums and non-employee travel expense reports. Webinar scheduling and setup as needed (notifying speakers and email announcements).
• Assist with luncheon and meeting setups and cleanups, and schedule catering for meetings and events.
• Internal/External Contacts required:

Internal:

• faculty and staff of various departments within the school, central JHU offices such as Purchasing, Accounts Payable staff. Plant Operations staff when reporting problems, WSE Facilities Manager,

External:

• faculty in various universities when scheduling seminars and meetings, engineering firms and outside vendors for purchasing.

Minimum Qualifications (mandatory):

• High School Diploma or GED required.
• 3 years of related experience in administrative/office settings, preferably in an academic or research environment.
• Additional education may substitute for required experience, to the extent permitted by the JHU equivalency formula.

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.

Preferred Qualifications:

• Two years of college coursework or equivalent additional work experience preferred.
• Bachelor’s degree preferred

Special Knowledge, Skills, and Abilities:

• Experience working with various software applications such as Microsoft Office (Word, Excel, Outlook) is required.
• Excellent organizational, time management and interpersonal skills, and oral and written communication skills.
• Familiarity with JHU policies and procedures.
• Requires a professional manner, attention to detail, and the ability to work independently with little direction.
• Able to maintain confidentiality, communicate tactfully, and maintain rapport.
• Ability to prioritize while handling multiple tasks under pressure and deadlines.
• SAP experience is preferred.

This description is a general statement of required duties and responsibilities performed on a regular and continuous basis. It does not exclude other duties as assigned.

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.

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